Shipping internationally? Ensuring smooth customs clearance starts with understanding the essential documentation involved. In this article, we break down the key customs paperwork required for international shipping, helping you prevent delays, avoid costly mistakes, and ensure your goods reach their destination on time.
What is customs clearance and why is it important?
The customs clearance process is the official procedure that allows goods to legally enter or leave a country, and it relies heavily on accurate documentation.
When importing or exporting, it is essential to provide a complete and correct Commercial Invoice, along with any additional documents required by the destination or origin country’s authorities.
Using these documents, a customs broker prepares and submits a customs declaration to customs authorities, detailing exactly what is being shipped in or out of the country.
Providing accurate and complete paperwork is critical to avoid delays, inspections, or even seizure of goods, which can lead to costly disruptions and late deliveries to your customers.
The documents needed to clear customs
When shipping internationally, proper documentation (as per the export and import regulatory requirements) is key to ensuring your goods clear customs without delays. Each document plays a specific role in verifying what’s being shipped, where it’s coming from, and how it’s being transported. Check our full guide to the documents needed for international shipping to learn more.
7 common customs clearance delays – and how to avoid them
For a smooth customs clearance process, beware of these pitfalls:
1. Incomplete or inaccurate documentation
Missing, inaccurate or unclear information on documents like the Commercial Invoice or Air Waybill can cause delays. Always provide complete and accurate information, compliant with regulatory requirements of the export and import countries.
2. Incorrect Tariff Classification Code(s)
Wrong Tariff Classification Codes slow down clearance and affect duty calculations. Use official tools from customs authorities to determine your Tariff Classification Code. You can also leverage DHL’s MyGTS for guidance regarding potential tariff classification code for your goods.
3. Undervaluing goods
Declaring a lower value to reduce duties is illegal by customs authorities, and can result in delays, significant fines, penalties, or additional consequences. Always state the true value of the goods and provide proof or purchase/payment if needed.
4. Non-compliance with regulations
Failing to follow a country’s import/export rules can lead to holds, seizures, fines and penalties. Research requirements and secure any needed permits, licenses or certificates in advance.
5. Unpaid duties or taxes
Customs won’t release your goods until the applicable regulatory charges are paid. Decide upfront who pays –shipper or receiver – and use fast payment options.
6. Improper labeling or packaging
Poor or missing labels, especially for hazardous goods, cause delays. Follow all packaging rules and ensure labels are clear and correct.
7. No response to customs queries
If customs authorities or DHL request additional information or documentation and don’t receive a timely reply, your shipment can be delayed, so always respond quickly to any queries.
Temporary admissions
Understanding how temporary shipments are handled is just as important as knowing the standard customs clearance process, especially if your business regularly moves equipment or samples across borders.
Temporary admissions typically allow goods to enter a country for a limited time, generally without paying import duties or taxes, as long as the items are not sold and are re-exported within a set period, in accordance with the local regulatory requirements.
Please note that there are strict conditions and documentation requirements that must be adhered to when it comes to temporary admissions, so please ensure to research the export/import regulations.
Temporary imports
Temporary imports refer to goods brought into a country for short-term use, such as tools for a specific project, commercial samples, or equipment for testing. These items are required to be re-exported within a specified timeframe and must not be sold, consumed, or significantly modified while in the country.
To benefit from duty exemptions under temporary import regulations, proper documentation and prior approvals are essential.
It is important to note that strict rules and documentation requirements apply to temporary imports, so businesses should always review the relevant import and export regulations in advance to ensure full compliance.
Temporary exports
Temporary exports refer to goods sent out of a country with the intention of returning them at a later date. This typically includes items such as equipment sent abroad for repair, exhibition materials, or goods used at international events.
To avoid unnecessary duties or taxes upon re-importation, exporters must clearly declare the temporary nature of the shipment and ensure all required customs documentation is completed correctly. Proper compliance with customs procedures helps ensure smooth re-entry in accordance with local regulations.
Please note that strict conditions and documentation requirements apply to temporary exports, so it is important to review relevant export and import regulations before shipping.
The importance of ATA Carnets
ATA Carnets enable businesses to temporarily move eligible goods—such as trade show displays, commercial samples, or professional equipment—across international borders without paying duties or taxes, provided the items are re-exported within the carnet’s validity period and comply with country-specific regulations.
Accepted in more than 80 countries, ATA Carnets help streamline customs clearance, saving both time and costs while simplifying international temporary shipments.
However, not all goods qualify for ATA Carnets, and certain items may require additional documentation or compliance checks depending on the destination country’s requirements.
Get expert support for your import and export process
To simplify the customs clearance process, DHL Express has developed MyGTS (My Global Trade Services).
This free user-friendly platform will help you navigate many international shipping regulations seamlessly. You can log in with your existing DHL Express Business Account or register a new MyGTS account to access:
- Pre-shipment planner: a dedicated tool to help your business understand some of the applicable import/export regulations.
- Support with Tariff Classification Code(s): MyGTS provides potential tariff classification codes for you to select based on your goods’ characteristics. Search for Tariff Classification Codes using keywords or the code directory.
- Landed Cost calculator to enhance your pricing strategy and give your customers transparency over the estimated shipping costs – which builds trust with your business.
- Guidance on import and export requirements: understand some of the country's import and export requirements before you ship – to avoid goods being held up at borders!
- Customs documentation and templates: effortlessly gather examples of the customs documentation and templates that might be required, to avoid potential delays. It’s important to conduct your own due diligence and ensure that all documents are submitted in the correct format and language, as required by the export and/or import country’s customs authorities.
- A product catalog feature: maintain a readily accessible record of your commodities within DHL MyGTS, where you can save past searches, product details, and tariff codes for quicker repeat shipping.
It’s essential that you keep up to date with the import and export regulatory requirements of the countries where you ship from/to, and consult with customs experts or legal advisors when necessary to ensure compliance with the regulations.
Enjoy fast and easy international shipping with DHL Express.
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