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How can you ensure freight forwarders provide accurate customs documentation?

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If you are involved in import/export operations, you know how important it is to have accurate customs documentation for your shipments. Customs documentation is the official paperwork that declares the origin, destination, value, and contents of your goods to the customs authorities of the countries involved in the trade. Without it, you could face delays, fines, penalties, or even seizure of your cargo.

But how can you ensure that your freight forwarders, the intermediaries that arrange the transportation and logistics of your shipments, provide accurate customs documentation? Here are some tips to help you avoid any problems with customs clearance.

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Walter Centeno-Lopez

Supply Chain

1 Choose a reputable freight forwarder

The first step is to choose a freight forwarder that has experience and expertise in handling customs documentation for your type of goods and your target markets. You can check their credentials, references, reviews, and ratings online or through trade associations. You can also ask them about their compliance policies, procedures, and systems, and how they handle any errors or disputes with customs.

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Walter Centeno-Lopez

Supply Chain
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Need to see recommendations from my colleagues of that Freight forwarder see expertise they have with handling that kind of merchandise (include their size on the country of origin) Customer Service, need to be assign with one responsible agent for the operation (if not, is easiest to nobody care)

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Jorge Ruiz Ledesma

Logistics & Importer Client Prospector / ADUANA DE TIJUANA / TRANSPORTE TRANSFRONTERIZO / Puertos Marítimos / Nuevo Laredo / TIJUANA - EL BAJIO
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Hola. - Como agente aduanal o "Especialista en Comercio Exterior" deben de elaborar la documentación aduanera de forma adecuada garantizando su correcta elaboración. - Es de suma importancia revisar que la documentación aduanal este elaborada correctamente para eliminar riesgos de cumplimiento y multas por parte de la autoridad. - No debemos de quitar responsabilidad al agente aduanal por una incorrecta elaboración de los documentos aduanales, pues ellos son los expertos responsables del papeleo aduanal y su elaboración. - El hecho de que el importador revise y autorice la documentación aduanera no elimina la obligación al agente aduanal de hacer una modificación o rectificación de documento aduanero posterior al despacho.

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2 Communicate clearly and consistently

The second step is to communicate clearly and consistently with your freight forwarder about your shipment details, such as the description, classification, valuation, and origin of your goods, the terms of trade, the shipping mode and route, and the customs requirements of the destination country. You should provide them with all the necessary documents, such as invoices, packing lists, certificates of origin, and licenses, and verify that they have received and understood them. You should also keep them updated on any changes or special instructions that may affect the customs documentation.

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Walter Centeno-Lopez

Supply Chain
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Know perfectly what kind of merchandise going to be exported/ imported Regulation on the importation- perfect communication with freight forwarder prior to be shipped the merchandise (avoid demurrages) Request updates & feedback all the time

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3 Review and approve the customs documentation

The third step is to review and approve the customs documentation that your freight forwarder prepares for your shipment before it is submitted to customs. You should check that the information is accurate, complete, consistent, and compliant with the customs regulations of the destination country. You should also ensure that the documents are properly signed, stamped, and dated, and that they match the documents that accompany the shipment. If you find any errors or discrepancies, you should notify your freight forwarder immediately and request a correction or a clarification.

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Walter Centeno-Lopez

Supply Chain
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Critical to know the HTS Number and regulations (mentioned before) Perfectly coordinated customs brokers (origin - destination) for releasing paperwork If with a Properly certificate of origin going to avoid unnecessary duties Perfectly communicated on the dispatch Avoid potential risk for incorrect fill out of document or permits

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4 Monitor and track the shipment

The fourth step is to monitor and track the shipment as it moves through the supply chain and crosses the borders. You should use the tracking number or the bill of lading number that your freight forwarder provides to check the status and location of your shipment online or through their customer service. You should also keep in touch with your freight forwarder and your consignee or buyer to confirm that the shipment has cleared customs and has been delivered without any issues.

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Walter Centeno-Lopez

Supply Chain
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Always need to be updated the trip, mention if some delays, but need to be assign a responsible for the operation on the freight feedback Somebody who has an urgent sense and common sense a Really Customer Service with NO LIES, On case of delays for weather or similar has a plan B or different alternatives.

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5 Learn from feedback and experience

The fifth step is to learn from feedback and experience to improve your customs documentation process and avoid any future problems. You should ask your freight forwarder and your consignee or buyer for their feedback on the customs documentation and clearance of your shipment, and identify any areas for improvement or best practices. You should also keep records of your customs documentation and any incidents or disputes that occurred, and use them as references or evidence for future shipments.

By following these steps, you can ensure that your freight forwarders provide accurate customs documentation for your shipments, and avoid any delays, fines, penalties, or seizure of your cargo. You can also build trust and reputation with your freight forwarders, your customers, and the customs authorities, and facilitate your import/export operations.

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Walter Centeno-Lopez

Supply Chain
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This is also important, the issues solved need to be avoided on future operations Need to learn the lessons, but on the meantime prepare an internal document or KPI's , to teach how need to be operating correct (all entire operation) The continue practice could minimize the issues

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you ensure freight forwarders provide accurate customs documentation?

1

2

3

4

5

6

1 Choose a reputable freight forwarder

2 Communicate clearly and consistently

3 Review and approve the customs documentation

4 Monitor and track the shipment

5 Learn from feedback and experience

6 Here’s what else to consider

Import/Export Operations

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How can you ensure freight forwarders provide accurate customs documentation?

1

2

3

4

5

6

1 Choose a reputable freight forwarder

2 Communicate clearly and consistently

3 Review and approve the customs documentation

4 Monitor and track the shipment

5 Learn from feedback and experience

6 Here’s what else to consider

Import/Export Operations

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