7 Steps To A Smooth Customs Clearance

International shipping is a complicated process that requires careful planning, attention to detail and knowledge of customs procedures. Customs are the final hurdle for international shipments. To get packages to their destination quickly, the goods must pass through customs while avoiding lengthy delays. Customs clearance is a complex process that involves multiple parties and a lot of paperwork. However, clearance can be simplified if we know the requirements. From shipper, to the carrier, to receiver; it's important to know how customs clearance works and how to prepare for it.

The Customs Clearance Process

Customs clearance is the compulsory process in which goods pass through customs in order to enter or leave a country. Every country has their own border services agency and regulations for clearing goods through customs. There is documentation required, as well as proper packaging, payment of duties and fees and an authorized carrier who is transporting the goods. If a shipment is held at customs, the amount of time it is held depends on the reason for holding, such as whether duties need to be paid or forms need to be re-submitted.

The process works in a rather straightforward way. Customs officials review paperwork of the shipment, and then look into whether any taxes, duties or fees need to be paid or applied to the shipment. Each country has different laws which affect its taxation, so these numbers are based on the regulation of the country the goods are entering. Once everything is checked and completed, the cargo can then be released at the border.

Customs Clearance and Carriers

It is important to note that you need to submit the ACE/ACI eManifest ahead of time, in order to speed up clearance and avoid any delays. Ground carriers need to note that the PARS/PAPS labels are mandatory, and tracking your PARS or PAPS status can inform you whether you have been cleared before even arriving at the border.  

Customs clearance is a necessary process in international shipping, but it can still be tricky. When shipping or transporting across borders or internationally, you need to make sure all your items are properly marked and all documents are present and properly filled out. Here are 7 steps to make sure your cargo clears customs smoothly:

• Documents Must Be In The Correct Place 

You never want to place your paperwork or documents inside the shipment. Commercial or customs invoices need to be attached to the shipment box or package itself, but not inside it. Customs officials for safety purposes do not open shipments when clearing, so it will delay your cross-border process if you are placing necessary documents inside.

• Understand The Rules of Where You're Headed 

When you are shipping or transporting into another country, you want to make sure that you follow the rules of the country you are entering. Drivers need to be abide by HOS rules in Canada, if they are crossing into Canada, which is slightly different than the U.S. rules. Some countries allow only certain items to cross the border, so being mindful of what is in your cab as well as what is being shipped is key to avoiding prohibited items. Port and country regulations change with time, so a quick online search can help clarify matters.

• Get Extra Help  

Working with a shipping company or a broker can help make the shipping or transport process easier, no matter who you are. While it is not always the ideal choice, brokers do work specifically to clear shipments at customs, so they know what you need and how to get the job done quickly.  You will need PARS/PAPS labels to get through customs and often these details may get missed unless working with experienced shippers or brokers. Be sure to accept help if you feel you need it, as it can simplify the process. 

• Package and Secure The Goods Properly

All freight must be secured onto the truck properly, but the shipment also needs to be sealed completely in order to pass through customs. Make sure freight is in good packing condition before heading to the border, in order to avoid any delays. Often if working with CBP, grouping all your SKUs together may help speed up the process as it makes your shipment easily accessible and identifiable. 

• Vet Your Brokers

You want to hire an experienced broker who specializes in importing the type of freight you may be interested in. Brokers can specialize in customs clearance for a specific type of merchandise, size or even modes of transport. Be sure to find one which works for you, and clarify any terms and conditions before engaging, so that you know what to expect. Make sure the broker is licensed. If you don’t know where to start, Zipments has a working broker directory for U.S. and Canada, so that you have less to worry about. Find the broker directory at Zipments.io. 

• Include Detail

You want to make sure forms are filled out correctly. Try to visit the government website of the country you are heading into, to research ahead of time what other documents you may need, in addition to standard cross-border paperwork. Forms for customs clearance do require a lot of detail. Your customs invoice needs to include adequate descriptions and detail regarding the goods you are transporting, so be sure to use a valid customs invoice or commercial invoice form. Remember that your invoice may contain detail very similar to the packing list, so be precise.

You can use the Zipments customs invoice form template, to fill one out within minutes, including AI generated tariff codes, so that you can quickly and accurately complete the necessary form fields. With the Zipments customs invoice, your data is stored in your personal library, in case you ship often and need invoices for each shipment.

• Keep Your Paperwork

You want to keep paperwork for some time after completing the cross-border process, in case of audit or any issues which may arise. Using technology allows you to store everything online in your own personal library for future reference (if you ship often) or in case you need to access them again. 

Customs clearance for international shipments is a complex process that takes time, patience, and knowledge. Carriers can prepare by using technology to simplify the process, and ensure that they are adequately prepared. The last thing you want is a shipping delay, so prioritize efficiency. Make sure this process is easy for you, by using a platform like Zipments.io, which allows companies and drivers to have visibility throughout the entire process. Whether you need a carrier code, customs invoice or your PARS/PAPS, you can access them all in one space.