由 caicai8478 For companies exporting to the European and American markets for the first time, familiarity with customs procedures and documentation requirements is crucial for success. Oversights at any stage can result in shipment delays, additional costs, or even entry denial. This guide will systematically explain the core processes and necessary documents.
Part 1: Overview of the Core Process
While the customs declaration process in Europe and the United States differs slightly in details, the core logic remains the same. The overall process can be summarized as follows:
Pre-export Preparation → Booking/Shipping → Export Declaration → International Transport → Customs Clearance at Destination → Tax Payment and Goods Collection
Part 2: Step-by-Step Detailed Explanation and Core Documents
Step 1: Pre-export Preparation (The Most Critical Foundation)
This is the cornerstone of the entire process, and the adequacy of these preparations directly determines the smooth progress of subsequent steps.
Obtaining Import and Export Qualifications: Ensure that your company’s business scope includes import and export activities within its industrial and commercial registration and that it has completed customs declaration registration.
Product Research and Compliance Verification (Top Priority)
HS Code Classification: Determine the correct HS code for your product. This internationally recognized product identification card determines tariff rates, regulatory requirements, and tax refund policies. Misclassification is a common risk.
Understand the requirements of the destination country: Find out which standards your product must meet in Europe and the United States (such as CE marking, FCC certification, FDA certification, RoHS directive, etc.). Without the corresponding certifications, your goods cannot clear customs.
Determine customs duties: Based on the HS code, find the most-favored-nation tariff rate, value-added tax rate, and other possible anti-dumping and countervailing duties for the product in Europe and the United States.
Prepare core trade documents
Commercial invoice: The core of the core! It is the primary basis for customs valuation and duty calculation. It must be detailed and accurate.
Packing list: Detailed information on the contents of each package, including the quantity, gross weight, net weight, and volume.
Step 2: Booking, Shipping, and Export Declaration
Booking and Transportation: Work with a freight forwarder to reserve space with a shipping company or airline. Choose sea or air freight depending on the volume of your shipment.
Trucking and Loading Arrangement: The freight forwarder will arrange a truck to transport your shipment to the port or airport.
China Export Customs Clearance: Your freight forwarder or customs broker will handle this. You will need to provide:
Customs Declaration
Commercial Invoice
Packing List
Customs Brokerage Authorization
Export License (if required for the goods, such as certain chemicals or agricultural products)
Commodity Inspection Clearance Certificate (if the goods require legal inspection)
Once customs review is complete, the goods will be released for loading onto the ship/plane.
Step 3: Customs Clearance at the European or American Port of Destination (The Core Step)
Upon arrival at the European or American port, the goods will undergo customs clearance. This is usually handled by your agent at the port of destination or the freight forwarder/customs broker designated by the consignee.
Document Delivery: You or your shipper must send all completed customs clearance documents to the customs broker at the port of destination in advance.
Declaration and Review: The customs broker uses the documents you provide to complete the import declaration through the European and American customs systems.
Customs Inspection (May Occur): Customs may conduct random or targeted inspections of the goods. As long as the documents are authentic and the goods are in compliance, clearance is generally smooth.
Payment of Duties and Fees: The customs broker will calculate and notify you or the consignee of all duties and taxes payable.
Customs Release: After taxes and fees are paid and inspection is passed, customs will issue a release order.
Part III: List of Required Documents for European and American Customs Declarations
Please consider the following list your “Export Document Checklist.”
A. Common Core Documents (Applicable to All Goods)
Commercial Invoice:
Content Requirements: Detailed buyer and seller information, transaction date, invoice number, trade term, detailed commodity description, HS code, quantity, unit price, total price, country of origin, export destination, etc.
Packing List:
Content Requirements: Corresponding to the commercial invoice number, detail the packaging quantity, method, gross/net weight, volume, and shipping marks.
Bill of Lading/Airway Bill:
Purpose: Serves as a document of title to the goods and a transportation contract. Issued by the carrier.
Certificate of Origin:
Purpose: Used to prove the origin of goods in order to qualify for preferential tariff treatment.
Type: Non-preferential Certificate of Origin (e.g., CO), Preferential Certificate of Origin (e.g., EUR.1 for Europe, or “Declaration of Origin” which can be declared by the company itself).
Insurance Policy: If you are purchasing insurance for your goods.
B. Required Documents for Specific Products
Product Certifications and Test Reports:
Europe (CE Certification, etc.): CE Declaration of Conformity, relevant test reports.
US: Such as FCC certification, FDA prior notification for relevant products, etc.
Licenses/Approvals: For regulated goods such as food, drugs, medical devices, chemicals, and animal and plant products, a license or pre-registration issued by the destination regulatory authority (e.g., the US FDA, the EU EFSA) is required.
C. Transportation and Compliance Documents
Dangerous Goods Declaration: If transporting dangerous goods.
Wooden Packaging Declaration: If using wooden packaging, ensure that it has been fumigated or heat-treated as approved by the IPPC and stamped accordingly.
Part 4: Special Tips for First-Time Exporters
Don’t go it alone: We strongly recommend working with an experienced international freight forwarder and customs broker. They can provide professional guidance and help you avoid most pitfalls.
The “commercial invoice” is crucial: Ensure that the invoice information is 100% accurate, especially the amount and product description. Understating the value of goods to evade taxes is a serious violation.
Confirm the “ultimate consignee” in advance: Be sure to confirm with your overseas customer whether they are qualified to import and can complete customs clearance smoothly. Clarify the division of responsibilities between both parties under the incoterms.
Allow ample time: The customs clearance process may be delayed due to documentation issues or inspections. Be sure to leave some margin when promising customers delivery dates.
Take advantage of free trade agreements: Understand whether your products qualify for preferential trade arrangements between China and the EU or China and the US. Proactively apply for preferential certificates of origin to save your customers significant customs duties.
Summary:
Exporting to Europe and the United States for the first time may seem complex, but by focusing on the two key elements of product compliance and complete and accurate documentation, and relying on a professional partner, you can smoothly complete the entire process. We wish you successful exporting and continued success in your business!