After international air freight arrives at the port, the consignee must follow the core principle of “completing customs clearance and compliance before collecting the physical goods.” The process can be divided into three steps: preliminary preparation, customs clearance, and on-site delivery. Each step requires specific attention to details.
In this article, Weefreight will provide detailed instructions, which we hope will be helpful.
- Preliminary Preparation: Confirm the arrival information of the goods and prepare the required documents.
Before collecting the goods, the consignee must complete the information verification and document preparation to avoid delays due to missing information or incomplete documents:
Confirmation of Arrival Notice: Typically, the airline or freight forwarder (if using a freight forwarder) will send an “Arrival Notice” via email or SMS. This information includes the waybill number (AWB No.), the arrival airport, the cargo’s route (whether it will be sent to a supervised warehouse or directly for delivery), the estimated time of delivery, the warehouse address, and contact information. If no notification is received, the consignee can contact the airline’s cargo department or freight forwarder directly with the waybill number to inquire about the shipment and avoid incurring storage fees for prolonged cargo detention.
Complete Core Documents: The required documents vary slightly depending on the type of cargo, but the basic documents should be compiled in advance. Common documents include:
Proof of Identity: Individuals receiving shipments must provide the original and a copy of their ID card; businesses receiving shipments must provide a copy of their business license and a copy of the legal representative’s ID card (some airports require an official seal).
Freight Documents: A copy of the air waybill (or house waybill, if handled by a freight forwarder) must be provided. Verify that the waybill number, cargo name, number of pieces, gross weight, and other information match the actual cargo.
Customs Clearance Documents: Prepare documents based on the cargo type. For example, general cargo requires a “Commercial Invoice” (specifying the value and purpose of the cargo) and a “Packing List” (specifying the detailed specifications and quantity of each piece). Regulated cargo (such as food, cosmetics, and machinery) requires additional documents such as an “Import License,” “Inspection and Quarantine Certificate,” and “3C Certification.” (Specific requirements for local customs regulations must be confirmed in advance.)
- Customs Clearance: Complete customs declaration and inspection, and pay relevant fees.
Customs clearance is a key step in picking up goods. Ensure that the declared information is true and compliant to avoid delays during customs inspection.
Choose a customs clearance method:
Self-clearance: If the consignee is familiar with local customs procedures, they can bring all documents directly to the airport customs declaration hall to submit their declaration materials. Fill out the “Import Goods Declaration Form” and truthfully declare the name, tax number, value, and intended use of the goods. (The tax number must be accurate to avoid tax surcharges or return orders due to incorrect classification.)
Entrusting a freight forwarder/customs broker to clear customs: If you are unfamiliar with the process, you can entrust a professional agency to handle the process. A power of attorney (specifying the authority of the agency) is required. The agency will submit documents and communicate with customs on your behalf. This is more efficient and is particularly suitable for complex shipments (such as dangerous goods and goods under special supervision).
Cooperate with Customs Inspection: Customs will randomly inspect goods based on the declared information. If notified of an inspection, the consignee must cooperate by visiting a supervised warehouse and assisting Customs in verifying that the goods match the declared information (e.g., quantity, specifications, and brand). If no issues are found, Customs will issue a “Release Notice.” If any issues exist (e.g., discrepancies in declaration or missing documents), the consignee must provide additional materials or make corrections as required by Customs until the requirements are met.
Payment of Fees: After customs clearance, two types of fees must be paid:
Customs Taxes and Fees: These include import duties (calculated at the rate corresponding to the goods’ tax number) and value-added tax (usually calculated based on the sum of the dutiable value of the goods + the customs duties). These must be paid at designated banks or online platforms with a “Tax Payment Receipt” issued by Customs. Upon payment, a “Tax Payment Certificate” will be obtained.
Airport miscellaneous fees: These are charged by the airline or the supervised warehouse, including storage fees (charged if the free storage period after arrival exceeds the airport, typically 1-3 days; charges are calculated daily after the expiration date), delivery fees (warehouse loading and unloading fees), and document fees. Payment receipts are required to obtain access to the goods.
- On-site Delivery: Verify the cargo information and confirm its integrity before delivery.
After customs clearance is completed and fees are paid, you can proceed to the designated warehouse to collect the goods. Please note the following procedures for cargo inspection and acceptance:
Going to the designated warehouse: Go to the “Delivery Warehouse Address” on the arrival notice or customs release document (usually a supervised warehouse at the airport cargo terminal or the airline’s own warehouse). Bring the “Release Notice,” “Payment Receipt,” and “Proof of Identity” to collect the goods.
Verify cargo information: At the warehouse pickup area, you must use the waybill number to locate the corresponding cargo. Verify the number of pieces, packaging integrity, and seals (if any) on-site. If you discover any shortages, packaging damage (such as squashed cartons or cracked wooden boxes), or cargo leakage, you must immediately contact the warehouse management. A “Cargo Damage/Shortage Certificate” will be issued on-site, and you will contact the airline or freight forwarder to negotiate a subsequent claim (the original certificate must be retained as a reference). If the cargo is intact, you must sign the bill of lading.
Arrange transportation: After picking up the cargo, arrange subsequent transportation based on its characteristics. For example, fragile items should be loaded and unloaded with care, using a vehicle with cushioning. Perishable goods should be transferred to a refrigerated environment as soon as possible to prevent spoilage. Large/heavy cargo should be loaded and unloaded using a forklift or crane to ensure its safety during transportation.
In addition, if goods are held for an extended period due to special reasons (such as customs clearance delays or inspection failures), please monitor storage fees to avoid excessive accrual. If you are entrusting someone else to pick up your goods, you will need to provide a “Purchase Authorization Letter” and proof of identity to ensure compliance with the collection process.
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