The Six Key steps of International Shipping Process

What is customs clearance?

Whenever merchandise crosses from one nation to another, it  may be required to go through customs clearance.

The items must be declared to customs authorities – a mandatory process known as customs declaration. This consists of a specific set of data  about the freight that helps customs authorities verify whether it complies  with applicable laws and regulations of the destination country, and calculate the tariffs and taxes owed.

Customs operations are generally performed by dedicated experts, but since these experts represent the actual importer/exporter, the importer/exporter must provide accurate and complete details related  to the shipment to DHL. This helps  avoid delays, fines and penalties, and frustration.

The Six Stages of the Global Delivery Protocol with DHL

Step 1 – Submit your details to DHL Express

When you move merchandise across international borders, you must fill out a Commercial/Proforma Invoice. This contains a comprehensive breakdown of  the items in transit and is used by DHL Express to prepare the customs declaration for authorities. A Commercial/Proforma Invoice is a mandatory piece of paperwork for customs clearance.

 Please find below a summary of the key data elements, with more detailed guidance shared here.

• Shipper/Exporter & Receiver/Importer details: names, addresses, and contact information.

• Tax and registration codes, if applicable. For example, VAT/GST number, EORI number, TIN/PIN number.

• Product Specifications: line-by-line descriptions of the commodities (utilizing clear, exact, and straightforward language) included on the invoice.

• Harmonized System (HS) Code(s): individual product HS Code (preferably the complete Import tariff code).

• Country of Origin (typically the nation where the goods have been produced or manufactured).

• Pricing & Currency: per-item value of the goods, and an extra breakdown of the applicable cost elements (e.g. insurance, freight, packaging, etc.), with the currency used for the transaction.

• Weight / Unit & Quantity: indicate the gross/net weight, unit (e.g. KG) and quantity (e.g. 10 items) on a line-by-line basis.

• INCOTERMS® & Place: include the INCOTERMS® and place (as required under the applicable term).

• Proof of Origin Statement: if applicable, include the Proof of Origin statement on the Invoice to qualify for preferential customs duty rates (also known as ‘Statement on Origin’, ‘Country of Origin Statement’, etc

• Purpose of Export: e.g. permanent, repair and return, temporary, gifts.

• Other Requirements: it is essential that you verify if any other obligations apply to your goods, e.g. Export/Import Licences, additional agency rules (e.g. Veterinary & Phytosanitary Laws), etc.

Flawed or missing information is a primary cause of  delays at customs, so be sure to fill out the Commercial/Proforma Invoice carefully. Accurate data entry is vital to ensure your goods reach customers on time! Once DHL Express receives this information from the sender, the customs clearance process begins.

Step 2 – DHL Express executes the security filing

When preparing customs declarations and security filings for regulatory agencies on customers’ behalf, DHL Express assumes the responsibility of exercising due diligence to comply with customs regulations. Therefore, it is essential to ensure that your shipment, data, and documentation fully align with applicable laws, regulations, and DHL Express Terms & Conditions.

Three key non-compliance risks to avoid:

• Submitting an incomplete or inaccurate "item definition" on the Commercial/Proforma Invoice. Remember, high-quality inputs are crucial for smooth and compliant customs clearance.

• Undervalued merchandise on the Commercial/Proforma Invoice. Customs authorities may hold the shipment and ask you for evidence of the actual product value  on the invoice. They may even contact the receiver – that is, your end customer – for the information, which will damage their experience with your business.

• Shipping prohibited or illegal goods. In addition, shipments classified as Dangerous Goods may require special licenses or permits to enter a country. Check before you ship!

Step 3 – DHL Express compiles the customs paperwork

The initial generation of outward and inward clearance files can now commence. Our dedicated brokerage compliance specialists may contact you to verify specific cargo data or seek additional information. Be sure to respond to any requests quickly – this ensures  that any flawed or omitted data can be resolved, and your shipment keeps  moving through the network.

Step 4 – DHL Express submits the customs declaration

Once the shipment reaches the outbound gateway, the export customs declaration can be finalized. DHL Express transmits these filings under the authorization and on behalf of its  customers for all shipments sent on its network.

Step 5 – DHL Express anticipates the regulatory verdict

Border approval timelines fluctuate from a few seconds to several days depending on a range of factors such as the destination country. DHL provides real-time tracking updates to customers, allowing  them to monitor the progress of their shipment and get an estimated delivery date. 

If all customs requirements are fulfilled, the shipment can be released for export.  To optimize efficiency, processing for incoming clearance can take place while the shipment is in transit to the import country.

Step 6 – Customs released

Once the shipment physically arrives in the destination country, authorities will use the customs declaration to conduct an assessment and check – among other things – if the commodities comply with  domestic laws and regulations. From there, the package is delivered to its final destination – the ultimate consignee. With flawless data inputs and DHL Express’ customs expertise, your customers will receive their deliveries on time – wherever in the world they may be!

MyGTS: Your hub for simplified cross-border logistics

MyGTS: Your hub for simplified cross-border logistics

It may seem complex, but it doesn’t have to be… To accelerate your global trade and streamline border processing, DHL Express has developed My Global Trade Services, an intuitive, all-in-one portal.

MyGTS is a free, highly accessible tool designed to guide you through intricate global trade rules effortlessly. Access:

Pre-shipment Planner: a specialized feature engineered to ensure your company meets every regulatory standard while determining total landed costs.

Harmonized System (HS) Codes: eliminate the uncertainty; our system utilizes artificial intelligence to provide the correct commodity classifications, accelerating border clearance. Search for HS Codes using specific terms or the code directory.

Landed Cost for your international shipments: compute projected merchandise values, tariffs, and transportation fees to optimize your commercial strategy and provide buyers with clear breakdowns of delivery costs.

Guidance on a country’s import and export requirements – allowing you to review critical border protocols prior to dispatching your cargo.

A product catalog feature – enabling you to store historical lookups, item descriptions, and commodity keys for faster recurring orders.

You can log in with your existing DHL Express Business Account or register a new MyGTS account to take advantage of these features.