Cargo Customs Clearance Procedures and Required Documents
Read about freight customs charges and cargo clearance, the required shipping documentation and how the declared value of goods is calculated
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DUTIES AND TAXES
Customs Clearance for Freight Shipping in The EU
The EU is a customs-free zone. Goods produced in member states of the European Union, or any other country with specific contracts for free circulation of goods, will not be subject to customs duty payment. However, VAT charges may apply. If there is a trade agreement in place, goods will still need to be inspected by customs.
Duty exemptions in the European Union Goods entering the European Union from non-EU countries may be subject to additional freight customs duties. There are some cases in which cargo may be exempt from duties for international freight shipping:
- Commercial goods up to a certain value are exempt from customs duty but tax still needs to be paid.
- There is also a possibility of exemption from customs duty on international cargo if you are transporting items subject to zero duty rate.
Please note that while there may be some duty exemptions, these should not be understood as tax exemptions.
SHIPPING OUTSIDE OF EU
How Much Duty is Paid For Shipping Freight Outside The EU?
Freight customs charges and VAT must be paid on international shipments for goods leaving the EU. Generally speaking, export customs clearance is paid by the shipper in EU, while the receiver abroad pays VAT and import duties.
Regulations vary by country, so we recommend checking in detail what will be required by the importing and exporting countries in your case.
FOR INDIVIDUALS
- You may need to pay tax and customs duty even when shipping personal belongings abroad.
- It is especially important to check the specific rules on restricted items even if shipping them for personal use. For example, there are certain items, such as tobacco and alcohol, where excise duty is charged.
- Gifts sent to you by a private individual are exempt from customs duties if their value does not exceed a certain amount. This amount depends on the destination country.
FOR BUSINESSES
- Goods originating in countries which have concluded free trade agreements with the EU are subject to lower (preferential) rates of customs duty at import.
- A preferential rate of customs duty may be requested for certain goods if their value does not exceed a certain amount. This amount depends on the destination country.
- In cases in which the zero rate of customs duty applies at import, other prescribed taxes must still be paid.
Please note that the information above may vary based on agreed Incoterms.
DECLARED VALUE
How Is Declared Value Calculated For Customs When Shipping Freight?
The declared value of goods is essential for international freight shipping and is included in the export documents and invoices. Although it may vary by country, the declared value for customs is normally calculated based on the following:
- The actual price of the cargo
- Identical goods produced in the importing country
- Similar goods produced in the importing country
- The production cost of the goods
We advise checking the regulations in detail with the importing and exporting countries. Some costs may be added or deducted from the customs value of the product, which depends on each case.
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BREXIT SHIPPING
Van Delivery From The EU to The UK After Brexit
When booking Van Delivery on our platform, you need to provide us with the following information depending on whether it is a private or business shipment:
FOR INDIVIDUALS
- Copy of your ID;
- Proof of residence, proving that you have resided in Europe (or country of origin) for a minimum period of 6 months;
- Proof that you have a visa to reside in the UK (except for UK citizens);
- Detailed list of each item being transported: what the goods are, what they are made of, their origin, their purpose, HS code, and their value, etc;
- You need to send us the ToR (Application for transfer of residence relief) number.
FOR BUSINESSES
- Proforma or commercial invoice (full details including VAT and EORI number)
- Packing list
It is important to note that the packing list should contain the information about the sender, receiver, the item description, value of each of unit and total value. Additionally, it should be signed by the owner of the goods.
DOCUMENTATION FOR FREIGHT SHIPPING
Customs Documentation For International Freight Shipping
When shipping cargo outside of the EU, you will need to provide a proforma or commercial invoice as well as a customs declaration or packing list describing the content. You will have to describe the cargo you are shipping as specifically as possible.
The number of documents required for international freight customs clearance will vary by country, but the following documents are required in the majority of cases:
Import documentation
- Purchase order
- Sales invoice from supplier
- Bill of lading (sea freight), Road Waybill (CMR), Air Waybill (AWB) or Rail Waybill (CIM)
- Packing list
- Certificate or proof of origin
- Any other documentation as required by the buyer or as outlined in a letter of credit from a financial institution
Export Documentation
- Purchase order from the buyer
- Sales invoice
- Packing list
- Bill of lading (sea freight), Road Waybill (CMR), Air Waybill (AWB) or Rail Waybill (CIM)
- Packing list
- Certificate or proof of origin
- All other documentation as required by the buyer or the terms of a letter of credit
HELP WITH FILLING OUT THE DOCUMENTS
How to Fill In The Required Documentation For Cargo Clearance
Bear in mind that failure to provide the required documentation for freight customs clearance or refusing to pay customs duties and taxes will result in delivery delays. The shipper may also be reported to the local authorities.
List each of the items separately, with detailed descriptions.
Avoid writing general terms such as “food”. Instead, write “cheese-flavoured cracker samples, packed in aluminium bag”.
Write the cargo value, as you may be entitled to this amount of compensation in the event of a damage claim.
Keep original invoices to prove the value of each of the items.
Be very specific when indicating what items are made of, their origin, and their purpose.
Provide a commodity/HS code for each item.
FAQ