Customs tips for new shippers

Handling customs checks can be tricky. As a sender, you play a big part in making sure your packages get through Customs and Border Protection (CBP) without hold-ups or mistakes. At DHL, we help clients handle customs forms and rules every day. In this guide, we’ll share the most common challenges faced by  new US senders and explain how to avoid expensive mistakes.

The two main problems for new senders

 The first problem is unexpectede costs. Many new US senders don’t know they must pay import fees and taxes imposed by  government authorities. It’s a common error to think that paying the shipping company covers everything, but fees and taxes are extra charges decided by the country you’re sending to, not by DHL Express.

To make things simpler, DHL Express provides MyGTS (My Global Trade Services), a special platform designed  to help with international shipping.. MyGTS includes  a landed cost calculator that helps you estimate  the total delivery cost, including transportation, customs fees, duties, and taxes, before you ship your package. Knowing these costs in advance helps your company stay on budget and avoid surprises.

Information & Paperwork

The next challenge is providing all the information and shipping documentation required  by customs officials. This can feel overwhelming for  new US senders, especially if you’re sending parcels to countries with strict or complex regulations.  The forms you need can vary significantly  depending on your shipment .Some items like textiles or cosmetics may requiere additional permits or documentation.  That’s why it’s important to  carefully verify  what paperwork is needed for your exact products, origin , and destination.

As e-commerce expands, customs offices, including US Customs adn border protection (CBP) , are moving away from paper forms and using digital processes for quicker and safer checks. It’s more vital than ever to give full and correct information, especially on your commercial invoice, when preparing your shipments. 

What happens if you provide incorrect  information or documentation? 

If you, as the sender, don’t give all the correct information and papers, or give incomplete or innaccurate details  on Commercial Invoices or Waybills, the best case is that your shipping provider will identify the issue and place your shipment on hold while notifying you of the missing information.  This will delay your delivery.

On the other hand, if the shipping company doesn’t see your missing information, your package may be kept by Customs officials until all the correct information and papers are given. You may also be billed storage costs until the customs check is finished. Either way, your final customer, or buyer, will have delays in getting their items, may face added delivery costs, and could become upset with both you and the shipping company. That’s something everyone wants to prevent.

The most important information is the simplets. 

 Especially important is to give correct, complete sender and buyer (i.e., your customer) information on the Commercial Invoice. Customer information, including contact details such as their full name, address, cell phone number and email address, is key. If there is a delay in the final country, the shipping company (or even Customs officials) may need to be able to contact the customer directly. If they are unable to reach the customer, the customs clearence process may be  delayed, or the shipment may be returned to you. .

Always provide a clear Goods Description 

An exact description on the Commercial Invoice of the exact items inside your package – the Goods Description – is also essential for a smooth customs clearence process. . Customs authorities use this information to determine wether a shipment may present  any security or safety risks, based on the shipment details.  The goods description is also critical for determining other important information,  such as the Harmonized System (HS) code,which is used to calculate applicable import duties and taxes. 

When providing the Goods Description on the Commercial Invoice, you must be clear and specific. . You should explain what the items are used for, and what they’re made of. For example, instead of “Apparel”, write “Women’s T-shirt made of 100% cotton”. You’ll find more examples of good and bad descriptions in our full Customs Guide.

HS Codes and how to find the correct one 

Along with complete and accurate Goods Descriptions, another important step is for senders to include the corresponding Harmonized System (HS) Code on the Commercial Invoice. The HS Code determines the applicable import duty and tax rates based on the goods being shipped, and it can also indicate weteher import restrictions, controls, or permits apply. 

The Harmonized System (HS) code is a global standard created by the World Customs Organization (WCO). Each destination country maintains its own tariff schedule associated with specific HS codes,  and there are thousandi of classifications available. 

MyGTS has a “Find Tariff Codes” tool  to help you locate the correct HS codes for your products.  You can search  for HS codes using keywords or by browsing the tariff code directory. .

We also provide a service that lets you (the sender) pay for Import Customs Fees and Taxes for the buyer (receiver). If you choose to pay all DHL charges when preparing a shipment for your customer or receiver,  DHL will advance  the payment of import dutties and taxes and bill them back to you, together with any other customs-related charges, if applicable. ,  This service is called the DHL Duty Tax Paid (DTP) Billing Service.Please contact your DHL respresentative for more information. 

No sender likes paying fees and taxes, but don’t try to use an incorrect  HS code to obtain a lower duty rate.  If you’re caught, you’ll have to pay the right rate, and you could be charged extra by customs officials, or even face more penalties.

Be honest about the value of your shipment 

 Another way some senders try to reduce their duties and taxes is by undervaluing their shipment. We strongly advise against this practgice. 

It’s essential to declare the true value of goods on the Commercial Invoice accurately and honestly.  Depending on the Incoterm used, you also need to add shipping and insurance costs.

If customs authorities  think your items are undervalued,  your customer will be asked to give proof of payment or a purchase receipt. This allows  customs to verify the declared value against the actual amount paid of goods. 

If undervaluation is confirmed,  customs authorities will assess the correct duties and taxes based on the actual value of the goods.  They may also impose penalties or even conduct further reviews of your previous shipments. 

Be prepared to verify identities

Customs authoritiees increasignly requiere various forms of identification from the  sender, the receiver, or both. For example, they might ask for a receiver’s driver’s license, passport number, or a copy of their ID. Some countries even ask receivers to use an app on their phone to confirm who they are.

If this applies to your ahipment , it´s advisable for you, as the sender, to collect  the buyer's identification details in advance and provide them  with the shipping documentation, where permitted and required by local regulations. This can help expedite  customs clearance at the destination and reduce potential delays. 

Customs Authorities are working to prevent fraud and ilegal activities, so providing accurate identity information helps protect both your business and your customers. 

You may be required to register for and collect VAT 

If you sell online to customers in other countries, you may be required to register for VAT (Value Added Tax) in the customer’s country and indicate your VAT registration number on the commercial invoice. . In these cases, import VAT must be paid when shipments clar customs  although you may be able to claim it later, depending on local regulations.  Some countries allow sellers to collect VAT in advance and pay it directly to the relevant tax authorities trough a  seller collection model, a practice that is becoming common in regions such as the European Union and Australia.

For example, when selling online to buyers in the EU, you can either use DHL’s Duty Tax Paid (DTP) Billing Service, where DHL pays import VAT and charges it back to you, or sign up with the Import One Stop Shop (IOSS) system, which lets online sellers collect and report VAT at the time of purchase.

Sounds tricky? MyGTS makes it easier

International shipping can seem overwhelming with all the customs requirements, documentation, adn regulations involved.  DHL Express’ MyGTS (My Global Trade Services) is a free, easy-to-use platform designed to help you manage every aspect of international  shipping.

You can use MyGTS to find HS codes, calculate the total landed cost of your shipment, and review country.specific import requirements before you ship. . This helps ensure that your shipments reach customers on time and with fewer cusroms-related issues. 

With MyGTS, your business  can confidently expand into new international markets. . Sign up today

Our top tips for new international shippers 

Do your homework

Research  the  import costs associated with duties and taxes. . Check what documentation and information are required  for your specific products. Review any import restrictions and requirements for your product in each country where you plan to ship. If you get these steps right the first time, you’ll avoid future issues and create a better experience for your customers.

Commercial Invoice DATA QUALITY

Finally, always give full and correct commercial invoice details when preparing your shipment.  This helps avoid delays caused by missing or incorrect information , such as:

• Sender and receiver information:  information: Full name, address (street, number, city, country and postal code), and contact details (phone number and email adress).

• Identification number: If required,  include an ID number for the sender or reciever , such as a VAT, EIN, or EORI number.

• Goods description: Describe your products using clear, acuurate and detailed language.

• HS code and country of origin: Include the complete  harmonized system code and  the country where the goods were manufactured. Values and currency: Provide the declared value of the goods  and a breakdown of applicable  costs (such as insurance, shipping, packaging), along with the currency used.

• Weight, unit, and quantity: Include the gross and net weight, unit (for example, Kg), and the quantity of the items beign shipped. 

• Incoterms and place: Specify  the Incoterm and the applicable location.

• Proof of origin statement: Include this when shipment qualifies for preferential duty rates under a trade agreement. .

• Reason for export: Indicate the purpose of export ,  repair and return, temporary export , or gift.

• Adittional  requirements: Verify wether any other documentation is required such as  export or import permits , licenses, or compliance with specific government regulations. 

Providing complete and accurate information when preparing your shipment  will help prevent customs clearencedelays. When you make international shipping easier for your customers, you build trust and encourage repeat business. 

DHL Express operates in more than 220 countries and territories, and our team can help you navigate international  shipping and customs requirements  with confidence. 

For more information, download our Global Customs Customer Guides.