Worry-free customs clearance – Key customs declaration documents and procedures for oversized LCL shipments

Part 1: Key points for preparing core customs declaration documents
All documents must be completely consistent, especially regarding product name, weight, and dimensions.

1. Packing List & Commercial Invoice
   This is the cornerstone of customs declaration. Special requirements apply to oversized shipments:

Itemize: Never mix oversized shipments with ordinary shipments. They must be listed as separate items with detailed descriptions.

Incorrect example: A batch of machinery parts, 20 pallets, 10,000 kg

Correct example:

Item 1: Injection Molding Machine Main Unit, 1 unit, 6,500 kg, 4.2 m long x 1.8 m wide x 2.2 m high

Item 2: Standard Spare Parts, 5 cartons, 350 kg

Clear value: Oversized shipments typically have a higher value, so both the unit price and the total price must be clearly stated on the invoice. If commodity inspection is required, the value directly affects the inspection fee.

2. Customs Declaration
   Product Name: The product name must be accurate and specific, ideally matching the product name in the Customs Commodity Code. For example, declare “injection molding machine” rather than “machine.”

Specifications and Model: The dimensions and weight of the goods must be filled in. For example: Specifications: 420180220cm; Model: 6500kgs.

Quantity and Unit: Please ensure the quantity is “unit” or “piece” and be consistent with the actual quantity.

3. Transport Documents (Manifest)
   Your freight forwarder will send the manifest information to customs based on the packing data you provide. The data on the customs declaration must be identical to the manifest data; otherwise, customs clearance will not be possible. The weight and dimensions of oversized items are entered into the customs system at this stage.
4. Required Accompanying Documents
   Contract: The information should be consistent with the invoice and packing list.

Customs Declaration Letter of Authorization: If entrusting a customs broker to handle the declaration, please provide the details.

Pre-confirmation of the Customs Goods Code (HS Code): (Highly Recommended)

Oversized equipment may have multiple codes, with different tax rates and regulatory requirements (such as whether commodity inspection or licensing is required).

Action Guide: Before shipment, provide product information, features, and images to the customs broker or a qualified customs representative to pre-confirm the accurate HS Code and avoid declaration errors.

Regulatory Documents: Based on the pre-confirmed HS Code, determine whether the following are required:

Export license (for strategic materials, dual-use items, etc.)

Commodity inspection (electronic ledger) (for legally inspected goods)

Other special documents (such as a brand authorization letter, if intellectual property registration is required)

Part II: Special Points in the Customs Declaration Process
The process is the same as for general cargo, but each step requires special attention due to the “oversized” nature of the shipment.

1. Pre-audit Stage (Pre-shipment)

Key Action: Hold a three-party meeting with the freight forwarder and customs broker. Provide detailed cargo information and confirm the HS Code and regulatory requirements.

Purpose: To identify potential issues (such as the need for commodity inspection or licensing) in advance, allowing time for processing formalities and avoiding delays in declaration upon arrival at the port.

2. Declaration Phase

Key Actions: The customs broker will declare based on the accurate, pre-screened information you provide.

Risk Points: False declarations and concealed information are strictly prohibited. For example, misdeclaring a 6,500 kg machine as weighing less than 1,000 kg, obscuring the product name to evade regulations. If caught, this will constitute a violation, leading to fines, product seizures, and even a negative impact on the company’s credit rating.

3. Inspection Phase (Higher Risk)

Why the Risk is High: Oversized and high-value cargo are inherently a key focus for customs inspection. Furthermore, the probability of triggering an inspection due to discrepancies in the shipment (such as incorrect weight or dimensions) is also extremely high.

Inspection Cooperation:

Customs inspection requires the dispatch of equipment such as cranes and large forklifts to assist in unpacking, resulting in high costs for inspection cooperation (transfer fees, labor costs, and site fees).

It is imperative to ensure that the name, mark, weight, and dimensions of the goods on site are completely consistent with those on the customs declaration documents.

Customs Clearance Tips: The high cost of inspections underscores the importance of truthful declaration. Honestly declaring goods as “oversized” may result in a request for an explanation from customs, but generally no penalty will be imposed. Concealing details, however, will inevitably result in penalties.

4. Release and Customs Clearance

Customs will release the goods once the shipment is consistent with the goods and the tax has been paid (if required).

The freight forwarder will arrange for the release of the goods along with other LCL cargo.

Note: After customs clearance, you still need to wait for the shipping company’s “sea clearance” (e.g., payment of fees).

Part III: Action Checklist and Recommendations
[ ] Pre-inspection: Before shipment, be sure to confirm the HS code and clarify regulatory requirements and tax rates.

[ ] Document Separation: List oversized goods separately and in detail on the packing list and invoice, including exact dimensions and gross weight.

[ ] Declare truthfully: Never conceal or misrepresent weight, dimensions, or value. Frank communication is the fastest path to customs clearance.

[ ] Prepare a statement: Prepare a “Cargo Statement” with photos of the cargo, explaining why it exceeds regulations, to facilitate understanding by customs officers.

[ ] Choose a professional partner: Opt for a freight forwarder and customs broker experienced in handling oversized LCL shipments. Their experience can help you anticipate problems and complete customs clearance efficiently and compliantly.

[ ] Allow time: The customs clearance process may take longer than for standard shipments due to inspections and checks. Be sure to allow ample time for customs clearance to avoid delays.

Summary:
The core concept of customs clearance for oversized LCL shipments is not to conceal information, but to proactively, clearly, and accurately present it. Through meticulous document preparation and compliant procedures, even unique shipments can achieve worry-free customs clearance. Remember, careful investment in documentation upfront is the best insurance policy for the entire shipping process.