What are the steps to prepare and submit complete customs declarations for your shipments?

2 Gather the required information

The second step in the declaration process is to gather the necessary information. This can vary depending on the type of declaration, the country or region, and the goods involved, but typically, you will need to have the following: identification and contact details of the importer, exporter, declarant, consignee, and consignor; description, quantity, weight, value, and currency of the goods; tariff classification, origin, and destination of the goods; mode and means of transport; route and itinerary of the shipment; customs procedure code; and any relevant supporting documents such as invoices, packing lists, certificates of origin, licenses, permits or certificates of conformity. It is important to ensure that all information provided is accurate, complete and consistent with any supporting documents.

3 Choose the method of submission

The third step in the process is to choose the method of submission for your declaration. Depending on the type of declaration, the country or region, and the availability of technology, you can submit a declaration either in paper form, electronically, or in a simplified format. It's important to check the customs requirements and options of the country or region where you are submitting your declaration, and select the method that best suits your needs and capabilities. Paper-based submission requires manually filling out forms and physically sending them to a customs office or through a postal service. Electronic submission requires digitally filling out forms and sending them electronically to the customs system or through an online portal. Finally, simplified submission is available with reduced or deferred information, depending on certain conditions and authorizations.

4 Fill out and check the declaration form

The fourth step is to fill out and check the declaration form. Depending on the method of submission, you may need to use a specific form or format, such as the Single Administrative Document (SAD) for import, export, and transit declarations in the EU; the Automated Export System (AES) for export declarations in the United States; or the Customs Declaration Service (CDS) for import and export declarations in the United Kingdom. It is essential to follow the instructions and guidelines of the form or format, filling out the relevant fields and sections with the necessary information. Before submitting it, you must double-check the declaration form for any errors, omissions, or inconsistencies.

5 Submit and receive the declaration number

The fifth step is to submit and receive the declaration number. Depending on the method of submission, you may need to submit your declaration in person, by mail, or online, and pay any fees or charges associated with the declaration. You also need to attach or upload any supporting documents that are required or requested by the customs authorities. Once you submit your declaration, you will receive a declaration number, which is a unique identifier that confirms the registration and acceptance of your declaration by the customs authorities. You need to keep the declaration number for future reference and communication.

6 Follow up and comply with the customs clearance process

The sixth and final step is to follow up and comply with the customs clearance process. Depending on the type of declaration, the country or region, and the goods involved, your declaration may be subject to different levels of customs control, such as release, inspection, query, or audit. It is important to monitor the status and progress of your declaration and respond to any requests or notifications from the customs authorities. Moreover, you should comply with any obligations or conditions that arise from the customs clearance process, such as paying any duties and taxes. Additionally, you need to keep a record of your declaration and the supporting documents for a certain period of time as required by the customs regulations.