Six steps of international shipping explained

What is customs clearance?

When goods move from one country to another, they may be required to go through customs clearance.

The goods must be declared to customs authorities – a mandatory process known as customs declaration. This is a data set of information about the goods that helps customs authorities to check whether they comply with applicable laws and regulations of the destination country, and calculate the customs duties and taxes owed.

Customs activities are generally performed by dedicated experts, but since these experts represent the actual importer/exporter, the importer/exporter must provide correct and complete information in connection to the shipment to DHL. This can help to avoid delays, fines and penalties, and frustration.

 The Six Steps of the International Shipping Process with DHL

Step 1 – Provide your data to DHL Express

When you ship goods across international borders, you must complete a Commercial/Proforma Invoice. This contains detailed information about the goods being shipped and is used by DHL Express to prepare the customs declaration for authorities. 

A Commercial/Proforma Invoice is a mandatory, fundamental document for customs clearance. Please find below an overview of the key data elements, with more detailed guidance shared here.

• Shipper/Exporter & Receiver/Importer details: names, addresses, and contact information.
• Identification number(s), if applicable. For example, VAT/GST number, EORI number, TIN/PIN number.
• Goods Descriptions: line item descriptions of the commodities (using detailed, precise and plain language) included on the invoice.
• Harmonized System (HS) Code(s): line item HS Code (preferably the complete Import tariff code).
• Country of Origin (typically the country in which the goods have been produced or manufactured).
• Values & Currency: line item value of the goods, and additional breakdown of the applicable cost elements (e.g. insurance, freight, packaging, etc.), with the currency in which the transaction occurred.
• Weight / Unit & Quantity: indicate the gross/net weight, unit (e.g. KG) and quantity (e.g. 10 items) on line item level.
• 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.)
• Reason for Export: e.g. permanent, repair and return, temporary, gifts.
• Other Requirements: it is essential that you verify if any other requirements are applicable for your goods, e.g. Export/Import Licences, Other Government requirements (e.g. Veterinary & Phytosanitary Laws), etc.

Inaccurate and incomplete data is one of the main reasons for delays at customs, so be sure to complete the Commercial/Proforma Invoice carefully. Good data quality is key if you want your goods to reach customers on time!

Once DHL Express receives this data from the shipper, the customs clearance process begins.

Step 2 – DHL express handles the security filing

When preparing customs declarations and security filings on your behalf, DHL Express ensures full compliance with international customs regulations. This process requires strict due diligence, which is why it’s essential that your shipment data and documentation are accurate and aligned with all applicable laws, regulations, and DHL Express Terms and Conditions.

To avoid delays or compliance issues, pay close attention to these common risks:

• Incomplete or unclear goods descriptions: Always provide detailed and accurate product descriptions on the commercial or proforma invoice. high-quality data is key to smooth customs clearance.
• Incorrect declared value: Under-declaring the value of goods can lead to shipment delays, additional checks, or requests for proof from customs authorities. in some cases, your customer may be contacted directly, impacting their experience.
• Shipping restricted or prohibited items: Ensure your goods are allowed in the destination country. items classified as dangerous goods may require special permits or licenses, always verify requirements before shipping.

Step 3 – DHL Express prepares the customs declaration

The preparation of export and import customs declarations can begin.  

DHL Express’ Customs Team may contact you to check shipment details or seek additional information. Be sure to respond to any requests quickly – this will ensure any inaccurate or missing information can be addressed, and your shipment kept moving through the network.

Step 4 – DHL Express submits the customs declaration

Once the shipment arrives at the outbound gateway, the export customs declaration is finalized. DHL Express submits the declaration on behalf of its customers, ensuring all shipments moving through its network comply with export regulations.

Step 5 – DHL Express awaits customs response

Customs release can take anywhere 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, which allows them to monitor the progress of their shipment and get an estimated delivery date.

If all customs requirements are fulfilled, the shipment can be export released.

The preparation for import clearance can be performed while the shipment is in transit to the import country, for maximum efficiency.

Step 6 – Customs clearance and final delivery

Once the shipment arrives in the destination country, customs authorities review the declaration and assess whether the goods comply with all applicable laws and regulations.

After clearance is granted, the shipment proceeds to final delivery, reaching the end receiver.

With accurate data and DHL express’ customs expertise, you can ensure smooth clearance and on-time delivery—no matter where your customers are in the world.

MyGTS: Your gateway to easy international shipping

It may seem complex, but it doesn’t have to be…To speed up international shipping and simplify customs clearance, DHL Express has developed My Global Trade Services, an intuitive, all-in-one portal.

MyGTS is a free, user-friendly platform that will help you navigate many international shipping regulations, seamlessly. Access:

• Pre-shipment Planner: a dedicated tool to help your business comply with all import/export regulations and calculate Landed Cost.
• Harmonized System (HS) Codes: no more guesswork; MyGTS leverages AI to give you the potential tariff classification for your shipment, making customs clearance faster. Search for HS Codes using keywords or the code directory.
• Landed Cost for your international shipments: calculate your estimated product cost, duties & taxes, and freight charges to enhance your pricing strategy and give your customers transparency over estimated shipping fees.
• Guidance on a country’s import and export requirements – so you can understand some of the key requirements before shipping.
• A product catalog feature – where you can save past searches, product details and tariff codes for quicker repeat shipping.

You can log in with your existing DHL Express Business Account or register a new MyGTS account to enjoy the full benefits.