The Six Steps of the International Shipping Process

What is customs clearance?

When goods are shipped internationally, they typically go through customs clearance.

The items must be declared to customs authorities. This is a required process called a customs declaration. This includes a set of data about your shipment that helps customs officials confirm compliance with local laws and regulations, and determine the duties and taxes owed.

While customs paperwork is often handled by experienced specialists, it’s the responsibility of the importer or exporter to provide complete and accurate information to DHL Express. Supplying the right information up front helps prevent costly delays, fines, 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 fill out a Commercial or Proforma Invoice. This form contains detailed information about your shipment and is used by DHL Express to prepare the customs declaration for authorities.

A Commercial or Proforma Invoice is a required document for customs clearance. Find more detailed guidance here. Below are the key data elements to include:

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

• Identification number(s): For example, Employer Identification Number (EIN), VAT/GST number, EORI number, TIN/PIN.

• Goods Descriptions: Line item descriptions of the products, using clear and precise language.

• Harmonized System (HS) Code(s): Line item HS Code, ideally the complete import tariff code.

• Country of Origin: The country where the goods were manufactured or produced.

• Values & Currency: Line item value, along with costs like insurance, freight, and packaging, plus the transaction currency.

• Weight / Unit & Quantity: Gross/net weight, unit (e.g. pounds or KG), and quantity (e.g. 10 items) at line item level.

• INCOTERMS® & Place: List the INCOTERMS® and place required for your shipment.

• Proof of Origin Statement: include if needed to qualify for preferential customs duty rates.

• Reason for Export: such as permanent, repair and return, temporary, or gifts.

• Other Requirements: check for any other required documents, such as export/import licenses, or compliance with US government regulations (like FDA or USDA rules for certain products).

Incomplete or inaccurate data is a major cause of customs delays, so always complete the Commercial/Proforma Invoice carefully. Good data quality is essential if you want your packages to reach US customers on time!

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

Step 2 – DHL Express performs the security filing  

When preparing customs declarations and security filings to customs authorities on your behalf, DHL Express is responsible for ensuring compliance with all relevant regulations. That’s why your shipment, data, and documentation must follow US laws, international requirements, and DHL Express Terms & Conditions.

Three key non-compliance risks to avoid:

• Submitting an incomplete or inaccurate “goods description” on the Commercial or Proforma Invoice. Good data quality is the key to smooth, compliant customs clearance.
• Under-declaring the value of your goods on the Commercial or Proforma Invoice. Customs officials may hold the shipment and ask for proof of value, such as a sales receipt. They may also contact your customer, which could create a negative experience with your business.
• Shipping prohibited or illegal goods. Shipments that are considered Dangerous Goods may also require special licenses or permits to enter the US. Always check before you ship.

Step 3 – DHL Express prepares the customs declaration

Once your shipment data is received, DHL Express will begin preparing the export and import customs declarations.

The DHL Express Customs Team may contact you to verify shipment details or request more information. Respond promptly to these requests—this helps fix any missing or inaccurate information and keeps your shipment moving without delays.

Step 4 – DHL Express submits the customs declaration

When your shipment reaches the outbound gateway, DHL Express finalizes and submits the export customs declaration. DHL Express files the customs declaration in your name, on your behalf, for all shipments sent through our network.

Step 5 – DHL Express awaits customs response

Customs clearance may take anywhere from a few seconds to several days, depending on the destination country and shipment details. DHL Express provides real-time tracking updates, so you and your customers can monitor shipment progress and see estimated delivery dates.

If all customs requirements are met, your shipment can be released for export.

Import clearance preparation can start while your shipment is still in transit, helping everything move as efficiently as possible.

Step 6 – Customs released

Once your shipment physically arrives in the destination country, customs authorities use the customs declaration to review and confirm that your goods meet all applicable laws and regulations.

After clearing customs, the package is delivered to its final destination - your customer.

With accurate shipping documents and DHL Express’ customs expertise, your customers can receive their deliveries on time, anywhere in the world.

MyGTS: Your gateway to easy international shipping

Shipping internationally can feel complicated, but it doesn’t have to be. To speed up international shipping and simplify customs clearance, DHL Express offers My Global Trade Services (MyGTS), an intuitive, all-in-one portal.

MyGTS is a free, user-friendly platform that helps you navigate international shipping regulations and requirements. With MyGTS, you can access:

• Pre-shipment Planner: a tool to help your business comply with all import and export regulations, and calculate landed costs.
• Harmonized System (HS) Codes: Use AI-powered search to classify your shipment for customs clearance. Search by keyword or code directory.
• Landed cost calculator: estimate product cost, duties, taxes, and freight charges to help you set pricing and give your US customers transparency over shipping fees.
• Guidance on country-specific import and export requirements: so you understand key rules before shipping.
• A product catalog: save searches, product details, and tariff codes for faster repeat shipping.

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