Customs Clearance Documents and Information
Understand the key documents and information required to cross borders
Complete and accurate customs information and documentation are essential for smooth international shipping. They help customs authorities identify your goods, determine the applicable customs duties and taxes, and verify if your shipment complies with local regulations. Understanding the key information and documentation you need – and how to complete them correctly and compliantly – can save time, prevent delays, and keep your shipment moving.
Key Customs Clearance Documents and Information
Customs clearance documents you need to know about before shipping internationally.
Commercial Invoice
The Commercial Invoice is the primary customs document for international trade and plays a critical role in the customs clearance process. It includes seller and buyer details, a clear description of the goods, value, currency, origin, tariff codes, quantity, and weight. DHL Express uses this data to prepare Customs Declarations, so accuracy is essential. Goods descriptions must state what the items are, their materials, and purpose (e.g., “Women’s T-shirts made of 50% cotton and 50% polyester”). Vague terms like “parts” or “samples” are not acceptable.
Air Waybill (AWB)
An Air Waybill (AWB) is a transport document issued by DHL Express that serves as the contract of carriage between the shipper and DHL Express. It contains shipper and consignee details, a description of the goods, weight, and other shipment information. It also acts as a cargo receipt and tracking document, making it essential for air-express shipments.
Certificate of Origin
The Certificate of Origin is an official document, usually issued by a chamber of commerce or government agency, confirming where a product was manufactured. Customs authorities use it to determine preferential duty eligibility, enforce import restrictions or sanctions, and verify compliance with origin rules. It is therefore a key document for international trade and customs clearance.
Export/Import Licenses
Export and import licenses are government authorizations for moving certain goods across borders. Export licenses allow the shipping of sensitive or restricted items out of a country, while import licenses permit regulated goods in. They are required only for particular categories such as dual-use technology, pharmaceuticals, plants, animals, or goods subject to sanctions or safety rules, ensuring compliance with laws, security, and trade policies.
Sanctions Documents
The UN, EU and various states impose sanctions that restrict trade with certain countries, including arms embargoes and limits on imports and exports.
DHL Express therefore requires that all shipments to High-Risk Sanctioned Countries are:
- Accompanied by a General Sanctions and Export Controls Letter of Indemnity or Warranty
- Screened prior to export from the origin country
- Subject to enhanced screening that may include a physical inspection
Speak to your DHL Express Account Manager to determine if this applies to your shipment.
Dangerous Goods Documents
Proper documentation is essential when shipping Dangerous Goods internationally. Not only is it a legal requirement, but it also plays a critical role in ensuring the safety of everyone involved in handling and transporting hazardous materials.
Each shipment must be accompanied by specific paperwork that clearly identifies the contents and confirms that the goods have been packaged and declared according to applicable regulations. Key documents typically include:
- Dangerous Goods Declaration (DGD): A legally required form stating that the contents are properly classified, packaged, and labeled.
- Material Safety Data Sheet (MSDS or SDS): This provides detailed information on the chemical properties and hazards of the substance.
- Air Waybill: This includes transport details and emergency contact information.
- Import/Export Permits or Licenses: In some cases, specific permits are needed depending on the nature of the goods and destination country.
Failure to provide the correct documentation can lead to customs delays, fines, or even the return or destruction of the shipment.
Commercial Invoice
The Commercial Invoice is the primary customs document for international trade and plays a critical role in the customs clearance process. It includes seller and buyer details, a clear description of the goods, value, currency, origin, tariff codes, quantity, and weight. DHL Express uses this data to prepare Customs Declarations, so accuracy is essential. Goods descriptions must state what the items are, their materials, and purpose (e.g., “Women’s T-shirts made of 50% cotton and 50% polyester”). Vague terms like “parts” or “samples” are not acceptable.
Air Waybill (AWB)
An Air Waybill (AWB) is a transport document issued by DHL Express that serves as the contract of carriage between the shipper and DHL Express. It contains shipper and consignee details, a description of the goods, weight, and other shipment information. It also acts as a cargo receipt and tracking document, making it essential for air-express shipments.
Certificate of Origin
The Certificate of Origin is an official document, usually issued by a chamber of commerce or government agency, confirming where a product was manufactured. Customs authorities use it to determine preferential duty eligibility, enforce import restrictions or sanctions, and verify compliance with origin rules. It is therefore a key document for international trade and customs clearance.
Export/Import Licenses
Export and import licenses are government authorizations for moving certain goods across borders. Export licenses allow the shipping of sensitive or restricted items out of a country, while import licenses permit regulated goods in. They are required only for particular categories such as dual-use technology, pharmaceuticals, plants, animals, or goods subject to sanctions or safety rules, ensuring compliance with laws, security, and trade policies.
Sanctions Documents
The UN, EU and various states impose sanctions that restrict trade with certain countries, including arms embargoes and limits on imports and exports.
DHL Express therefore requires that all shipments to High-Risk Sanctioned Countries are:
- Accompanied by a General Sanctions and Export Controls Letter of Indemnity or Warranty
- Screened prior to export from the origin country
- Subject to enhanced screening that may include a physical inspection
Speak to your DHL Express Account Manager to determine if this applies to your shipment.
Dangerous Goods Documents
Proper documentation is essential when shipping Dangerous Goods internationally. Not only is it a legal requirement, but it also plays a critical role in ensuring the safety of everyone involved in handling and transporting hazardous materials.
Each shipment must be accompanied by specific paperwork that clearly identifies the contents and confirms that the goods have been packaged and declared according to applicable regulations. Key documents typically include:
- Dangerous Goods Declaration (DGD): A legally required form stating that the contents are properly classified, packaged, and labeled.
- Material Safety Data Sheet (MSDS or SDS): This provides detailed information on the chemical properties and hazards of the substance.
- Air Waybill: This includes transport details and emergency contact information.
- Import/Export Permits or Licenses: In some cases, specific permits are needed depending on the nature of the goods and destination country.
Failure to provide the correct documentation can lead to customs delays, fines, or even the return or destruction of the shipment.
Speed up Your Shipping with Electronic Customs Data
Submitting your invoice data electronically allows DHL Express to the customs process right away.
Providing complete and accurate electronic Commercial Invoice and shipment data, in line with export and import regulations, helps DHL Express clear shipments more quickly and reliably, giving you:
- Higher service quality and more consistent transit times
- Faster customs clearance process
- Earlier initiation of customs declarations
- More accurate and compliant customs submissions
- Reduced delays caused by errors or missing data
- Accelerated risk assessments, including dangerous goods screening
Discover our Customs Insights Videos
Our educational playlist features short videos on customs processes, terminology, and more. DHL Express' insights can help you deepen your knowledge and streamline your customs experience.
