Guide
Customs clearance documents.
Most customs delays are paperwork problems, not inspection problems. This checklist covers the documents almost every shipment needs, the ones that depend on your commodity, and the mistakes that hold cargo at the border.
Always required
Commercial invoice
States the parties, goods, value, currency and Incoterm. Customs values duty from this document, so it must match the packing list and transport document exactly.
Packing list
Piece count, net and gross weights, dimensions and marks. Used for inspection, handling and verifying the invoice.
Bill of lading or air waybill
The contract of carriage. An original ocean B/L is also a document of title — whoever holds it controls the cargo.
Customs declaration / entry
Filed by your broker with the HS classification, customs value, origin and any duty relief claimed.
Certificate of origin
Proves where goods were produced. A preferential certificate under a trade agreement can cut duty to zero.
Depending on the cargo
Import or export licence
Controlled goods: chemicals, dual-use items, pharmaceuticals, some foodstuffs.
Phytosanitary / health certificate
Plants, timber, food and animal products.
Fumigation certificate
Wood packaging under ISPM 15.
Dangerous goods declaration
Any cargo classified under IMDG or IATA DGR.
Insurance certificate
Required under CIF and CIP terms, and often by the bank.
Letter of credit documents
Where payment runs through a bank, wording must match the L/C to the letter.
What actually causes delays
- Invoice value or currency differs from the declaration.
- Vague goods descriptions such as "spare parts" or "samples" with no detail.
- Wrong or guessed HS code — the single most common cause of re-assessment.
- Consignee name or tax ID that does not match the importer of record.
- Missing original bill of lading, so the carrier will not release cargo.
- Origin certificate issued after shipment date, invalidating preference.
Let our brokers handle the paperwork.
We prepare, check and file customs entries so your cargo keeps moving.
Talk to an expert