Map the customs clearance workflow

Interactive explainer

From information to customs release

01 Describe
Identify what the goods are, who is trading and where they originate.
02 Document
Align invoice values, packing details and any required authorisations.
03 Review
The declarant submits information; customs may request evidence or inspection.
04 Release
After applicable checks and payments, arrange release and onward delivery.

Understand the scope

Treat export clearance and import clearance as separate tasks. Before booking, name the exporter, the destination importer and their agents. Confirm who can legally act as importer, which registrations are needed and who funds duties and taxes. A delivery term allocates contractual tasks; it does not itself establish importer eligibility.

Prepare and verify

Prepare one shipment folder containing invoice, packing list, transport references and product evidence. Ask the destination broker to identify missing information before departure. Agree who approves the declaration and answers requests; appointing a broker does not automatically remove the importer's responsibilities. Use the legal company name and registration number, not merely a warehouse address.

Complete the process

Track declaration acceptance, any inspection, customs release and carrier release separately. Arrange delivery only when the required releases are confirmed. Save the accepted declaration, payment records and correspondence for the locally required retention period. Ask which advance filings must precede arrival and schedule their deadlines alongside departure milestones.

Worked example

A first-time buyer orders goods for delivery to a fulfillment warehouse. The warehouse address identifies the delivery point, but it does not prove that the warehouse will act as importer. Before dispatch, obtain the actual importer's agreement, registration details and broker authorization; otherwise arrival can expose a responsibility gap.

Common mistakes

Common mistakes include treating a forwarder, consignee or delivery warehouse as the importer without confirmation. When records disagree, trace each field to its source instead of choosing the most convenient value. Correct the source and affected documents, identify the approved version, and tell the broker what changed before filing.

Next actions

After delivery, reconcile the accepted declaration with the released shipment. Keep the decision, supporting evidence and responsible person's name together. Set a review trigger for changes in the product, supplier or destination, so the next shipment starts from checked information rather than an unquestioned copy of the last file.

Before you ship

Name the importer and responsible contact.
Confirm destination requirements before booking.
Record customs and carrier release separately.

Official references

General planning guidance. Requirements and charges depend on the goods, destination and service; confirm the applicable rules before shipping.