Navigating customs clearance in international freight shipping

Simplify your customs clearance process for seamless global freight transportation by mastering important documentation and using technology. 

Customs clearance and documentation are key components of international goods transportation. Any delay in these processes can slow down your shipping timeline. 

Crossing borders with goods requires more than transportation. It entails compliance with several import/export regulations and providing necessary customs documentation. 

According to the Federal Maritime Commission, from 2020 to 2022, nine of the biggest ocean freight companies charged a total of US$8.9 billion in demurrage and detention fees. Thus, you need to clear your goods from customs within the designated timeframe. 

This article covers the fundamentals of customs clearance and documentation and provides suggestions to help you avoid typical errors and maintain seamless customs processing. 

What are customs regulations? 

Import/export regulations safeguard local businesses and guarantee fair international trade. Several factors, including tariffs, trade compliance, and duty rates, contribute to the final price you have to pay to import goods. Failure to follow these regulations can result in serious consequences, including shipment delays, product seizure, and fines. 

Customs regulations across borders 

Navigating customs regulations enacted by different countries is one of the toughest challenges in international freight shipping. Each region has its unique taxes, regulations, and requirements, whether your shipment is headed to Asia, Europe, or North America.

• Tariff and duty structures across countries: Tariff and duty structures vary significantly across countries. For instance, The average tariff rate for imports in India is around 5.9%, while in Australia, it is about 0.8% 
• Free trade agreements and preferential tariffs: Free Trade Agreements (FTAs) reduce or eliminate tariffs between member countries. For instance, under the USMCA, Canada and Mexico benefit from reduced tariffs on automotive parts imported into the US. 
• Customs valuation methods and standards: Customs authorities determine the value of imported goods using standardized methods, such as transaction value. For example, the EU follows WTO guidelines for customs valuation, prioritizing invoice prices for calculation. 
• Customs clearance procedures vs. standard: Simplified customs procedures, such as the EU’s Single Administrative Document (SAD), expedite trade for authorized operators. For example, Authorized Economic Operators (AEOs) in the EU can process goods faster using streamlined procedures. 
• Taxation and fees in customs regulations: Customs duties are often supplemented by additional taxes, like VAT or excise taxes, depending on the product type. For example, Australia imposes a 10% Goods and Services Tax (GST) on most imported goods. 
• Advanced import controls: Quotas and Pre-shipment Inspections: Quotas limit the quantity of specific goods imported, while pre-shipment inspections ensure compliance before export. For instance, the US restricts textile imports from specific countries under quota systems. 
• Enforcement and penalties for customs non-compliance: Non-compliance with customs regulations can lead to fines, confiscation, or criminal charges. For example, failure to declare goods at UK customs can result in penalties up to £5,000 or seizure of goods. 

Adhering to these rules and regulations can be daunting, particularly if the volume of shipments is high. 

Essentials to stay compliant 

It is vital to understand the customs process of the destination country to maintain regulatory compliance. This entails understanding restricted or prohibited goods and knowing which paperwork is needed. 

Staying updated with any changes in import/export regulations is essential. You can use Pando's tools to automate compliance checks and document submissions. This will help you reduce the chances of human errors. 

Key documentation for international freight shipping 

Customs documentation plays a vital role in international trade. Lack of proper paperwork can result in goods being held in customs, leading to costly delays. The paperwork also helps customs officials determine the value of the products for taxes and duties. 

Mandatory papers needed for seamless customs clearance are: 

1. Commercial invoice 

This is a fundamental document that serves several purposes during the customs clearance process. Some of the key purposes are declaration of the shipper and receiver information, proof of sale and purchase, inclusion of details about products, pricing, cost, and payment terms etc.

2. Packing list

The packing list provides details about each package, including the contents of individual boxes. It describes the weight, dimension, and quantity of an item. 

The packing list enables customs inspectors to verify that the goods being shipped match the items declared in the invoice. In the event of a mismatch, your goods will be held until the required documents are submitted to customs.

3. Certificate of origin 

This document proves the manufacturing country of the goods. Some countries have free trade agreements that permit reduced tariffs for goods originating from specific regions. If your goods qualify for favorable tariff treatment, this document can save you significant costs. 

4. Customs declaration 

Customs declaration is a comprehensive document listing the value, type of goods, and destination. It offers information about the cargo. This document is presented to customs officers to determine taxes and duties for goods. 

5. Bill of lading and seaway and airway bill 

The Bill of Lading (B/L) is mandatory for the shipment of marine goods. It has several purposes, each crucial for the seamless operation of international trade. The B/L serves as more than just a document. It is a legally enforceable agreement defending the rights of the consignee, carrier, and shipper. It also works as evidence of the purchase of goods, the carrier's contract of service, and a document of title for the goods 

Additional documents required for customs clearance include:

• Certificate of insurance: This document ensures that the goods in transit are covered for potential damages or losses during shipping. 
• Inspection certificate: An inspection certificate verifies that goods meet buyer specifications and regulatory standards. 
• Letter of credit: A letter of credit guarantees payment from the buyer’s bank to the seller upon fulfilling specific terms. 
• Proforma invoice: A proforma invoice is a preliminary bill detailing the goods, price, and terms before shipment.
• Harmonized system (HS) codes: HS Codes classify goods globally to determine tariffs and duties. 
• Export packing certificate: This document outlines the packing details to ensure safe transport and compliance with customs requirements. 
• Dangerous goods declaration: A dangerous goods declaration certifies that hazardous items are correctly packed and labeled per regulations. 
• Sanitary or phytosanitary certificates: These certificates confirm that agricultural and food products meet health standards in the destination country. 
• Import duty payment proof: This proof shows that all applicable import taxes and duties have been paid to the customs authority.
• Quota certificates: Quota certificates confirm that the goods comply with quota limits set by the importing country. 
• Customs bond: A customs bond is a financial guarantee that importers will comply with customs regulations and pay dues.

Best practices for efficient customs clearance 

Effective customs clearance and freight optimization rely on thorough preparation, accuracy, and strategic planning. Mastering these components can significantly enhance your supply chain efficiency and reduce operational risks.

Conduct regular customs audits: Thanks to freight audit and payment (FAP) systems that can detect and resolve inconsistencies and reconcile charges automatically, technology has made frequent customs audits possible. That way, you won't have to worry about making mistakes in your customs declarations that could cost you money or cause delays. 

Automate duty and tax calculations: To avoid overpayment and guarantee compliance, FAP solutions can automate the computation of taxes and duties using real-time data and rules. Importers and exporters benefit from simplified financial reporting and fewer human mistakes as a result. 
 
Optimize carrier selection: By analyzing carrier performance, freight procurement systems can identify those that have demonstrated efficient customs clearance. Businesses may make their international trade operations go more smoothly and with less delay if they choose the correct carriers.

Staying ahead of regulatory changes

You need to be aware of any changes in international trade compliance to avoid shipment delays and cost increases. Pando's technological tools can help you stay updated on any new regulations that may impact your supplies. 

Being aware of prohibited and restricted Items

A shipment with restricted or prohibited goods is bound to get delayed. It is vital to understand the customs rules of the destination country before shipping. Shipping prohibited items can lead to severe consequences, such as confiscation of goods, fines, or even criminal charges. Your shipments may also be returned, resulting in logistical issues and financial losses. Customs authorities hold or reject shipments of restricted items if the necessary documentation is missing or incomplete. 

Providing accurate documentation

Precision is essential in customs paperwork. A small mistake can cause delays; therefore, ensure that your paperwork is accurate. Commercial invoices, packing lists, and other customs documentation must clearly state the terms, suppliers, goods, and all other details related to your cargo. 

Indicating HS codes for easy identification 

Shipment of goods across borders primarily relies on the adoption of Harmonized System (HS) codes. These codes provide a common system for the classification of traded products, thus simplifying customs procedures. You must include the HSN code for the product you are shipping, as it helps customs identify the goods. 

Using digital platforms for document management 

Manual handling of a high volume of documents may result in errors and delays. Advanced digital tools such as Pando allow you to digitize and streamline the documentation management system. All your documentation can be centralized, simplifying updates and ensuring timely submission to customs. 

Timely payment of taxes and duties 

Unexpected taxes or duties can cause shipment detention at customs. Delays may occur due to payment ambiguity or late payments. Over-declaration unnecessarily increases your expenses, while under-declaration can raise red flags for duty evasion and lead to penalties. Calculate the potential tariffs or fees to guarantee a smooth shipping process before your goods reach customs. 

Hiring a licensed customs clearance agent or broker 

Hiring a professional customs clearance agent/broker saves you time and effort, whether you are dealing with a complicated consignment or are new to overseas shipping. Experts in customs rules and brokers can check and ensure all of your paperwork is updated and precise. They can also assist you in navigating difficult customs procedures, particularly if you are importing/exporting from countries with restrictions.

Simplify your customs clearance system with Pando

International freight shipping depends critically on customs clearance. Navigating customs documentation and clearance, however, does not have to be a challenging task. 

According to one of Pando's customers in the automotive field, "The freight audit part of Pando's system ensures we are getting invoiced the proper amounts for customs, freight, and drayage bills." 

Adopting best practices and leveraging cutting-edge technologies such as Pando's supply chain platform will help you simplify the whole process, reduce human errors, and maintain track of your shipments. 

Ready to streamline your customs clearance process? Explore Pando's innovative solutions today and stay ahead of the curve in global trade compliance.