由 caicai8478 Customs clearance is the most problematic link in international transportation. A single delay or detention not only results in high port and storage fees, but can also lead to order cancellations, customer loss, and even legal disputes. A successful exporter relies not only on shipping goods but also on mastering the regulations to ensure smooth delivery of goods.
The following is an analysis of common customs clearance risks and corresponding countermeasures.
I. Analysis of Common Reasons for Customs Clearance Delays or Detentions
- Document Issues (Most Common)
Commercial Invoice Issues:
Underdeclaration: The declared value is significantly lower than the actual value of the goods, a key area of Customs enforcement.
Incomplete Information: Ambiguous product names (such as “gift,” “sample,” or “parts”), lacking information such as material, purpose, or brand.
Incorrect Shipper/Consignee Information: This can result in Customs or carriers being unable to contact the recipient by mistake, especially by using the recipient’s phone number or email address.
Missing Necessary Documents: Certain documents, such as import licenses, certificates of origin (such as Form E), quality inspection reports, and brand authorization letters, are missing.
Document discrepancies: Information (such as weight, quantity, and product name) between the invoice, waybill, and packing list is inconsistent.
- Product Issues
HS Code Misclassification: This leads to incorrect tax rates and regulatory requirements being declared.
Destination Country Certification Requirements:
Europe and the United States: CE (EU), FCC/FDA (US).
Middle East: COC (Certificate of Conformity), SASO (Saudi Arabia).
Latin America/Africa: Various mandatory certifications.
Russia: GOST Certification.
Infringing Products: Counterfeit and imitation brand-name products that infringe intellectual property rights.
Prohibited/Restricted Products: The shipment of goods whose import is prohibited or restricted by the destination country (such as drones, batteries, liquids, powders, and animal and plant products).
- Tax Issues
High Tax Disputes: The recipient discovers that the tax is too high and refuses to pay.
IOSS/VAT Issues: Packages shipped to the EU do not use the correct IOSS number or the VAT is improperly processed.
- Consignee Issues
Lack of Import Qualifications: The consignee’s company lacks import and export rights, or the individual is unable to provide the necessary documents for customs clearance (such as a tax number).
Dishonest Consignee: The consignee has a negative record with customs, resulting in enhanced inspections of all their imported goods.
- Other Issues
Customs Spot Checks: Routine random inspections are considered force majeure and can cause delays of several days to weeks.
Political/Policy Factors: Sudden changes in trade policies, holidays, strikes, etc.
II. Contingency Plan: Establish a Systematic Defense System
To address customs clearance risks, a comprehensive contingency plan should be established from three perspectives: pre-emptive prevention, in-process monitoring, and post-event response.
[Pre-emptive Prevention] (The Most Critical Step)
Ensure that documents are complete, accurate, and consistent.
Contingency Plan: Create a standardized, reusable invoice template that includes: detailed product name, material, intended use, HS code, quantity, unit price, total price, currency, trade term (such as FOB), and complete information on the consignor and consignee.
Contingency Plan: Verify all documents (invoice, waybill, and packing list) to ensure all information is consistent.
Fully understand the policies of the destination country.
Contingency Plan: Build a file on the destination country’s customs clearance requirements. Before accepting new customers or shipping new products, be sure to inquire about the import requirements (certification, licenses, tariffs, etc.) at the destination port. This can be done through the help of a freight forwarder.
Contingency Plan: For uncertain HS codes and regulatory requirements, apply for a customs pre-ruling (authoritative and secure).
Strictly review products and recipients.
Contingency Plan: Never accept infringing or prohibited products. Clearly define responsibilities in contracts with customers.
Contingency Plan: When working with new customers (especially B2B), request proof of import qualifications (such as business licenses and import and export authorization certificates).
Choose a professional logistics partner.
Contingency Plan: Choose an experienced freight forwarder or courier with a strong agent network in the destination country. A good agent can anticipate risks and efficiently handle any issues.
[In-Process Tracking] (Prompt Discovery, Early Action)
Proactively track logistics status
Contingency Plan: Closely monitor logistics status. Immediately initiate an alert if statuses such as “Customs Detained,” “Awaiting Documents from Consignee,” or “Awaiting Customs Payment” appear.
Maintain open communication channels.
Contingency Plan: Ensure the consignee’s contact information on the waybill is correct and accessible. Provide advance notice of the consignee’s shipment information so they can prepare for customs clearance and tax payments.
[Post-Situation Emergency Response] (Crisis Management, Minimize Losses)
When shipments are confirmed to be detained or delayed, please respond quickly according to the following process:
Chart
Code
Rendering Failure
Remember:
Time is money: Customs warehouse rents and demurrage fees increase daily, requiring quick decisions.
For professional matters, consult a professional: Rely fully on your freight forwarder to communicate with customs; they are more professional and experienced.
Integrity First: If the issue is genuinely underdeclared, proactively admitting the error and paying the back taxes and fines is often the lowest-cost solution. Deceiving customs will only lead to more serious consequences.
By establishing this systematic risk avoidance and response plan, you can minimize customs clearance risks and ensure smooth and stable international trade processes.