After international air freight arrives at the port, the consignee (or their authorized customs clearance agent) must complete a series of customs clearance procedures in accordance with the regulations of the destination port’s customs. The core process involves submitting compliance documents, cooperating with inspections, paying taxes and fees, and ultimately obtaining clearance for the goods.
In this article, Weefreight will provide a detailed analysis, which we hope will be helpful.
- Preliminary Preparation: Receiving the Arrival Notice and Organizing Documents
Receiving the Arrival Notice
After the goods arrive at the port, the airline or freight forwarder (if the consignee has appointed an agent) will send the consignee an “Arrival Notice.” This information includes the flight number, waybill number, arrival time, airport terminal location, and estimated storage fees (if not claimed within the specified timeframe). The consignee must confirm the notice immediately to avoid missing any critical timeframes.
Organize the necessary documents for customs clearance
Prepare and review a complete set of customs clearance documents in advance, based on the type of goods and the customs requirements of the destination country, to ensure consistency and completeness. Common core documents include:
Air Waybill (AWB): The original or telex-released bill of lading is the core evidence of goods ownership and transportation.
Commercial Invoice: This specifies the name of the goods, quantity, unit price, total price, trade terms (such as FOB, CIF), and consignor and consignee information. It is an important basis for customs tax calculation.
Packing List: This details the packaging method, number of pieces per box, weight, volume, etc., and must correspond to the bill of lading and invoice information.
Certificate of Origin (CO): Some countries/regions require this certificate to verify the country of production in order to enjoy tariff preferences (such as the Generalized System of Preferences (GSP)).
Special documents (prepare as needed): For example, food and pharmaceuticals require a “Health Certificate”; machinery requires a “Packing Inspection and Quarantine Certificate”; endangered species products require an “Endangered Species Import Permit Certificate”; and branded goods require a “Trademark Authorization Letter.”
II. Core Process: Declaration, Inspection, Tax Payment, and Release
- Submitting a Customs Clearance Declaration
The consignee can declare to customs themselves or entrust a professional customs clearance agent (most companies choose an agent to improve efficiency and reduce compliance risks). The declaration process typically involves:
The customs clearance agent logs into the destination port’s online customs declaration system (such as China’s “Single Window” or the EU’s “IAS”), enters detailed information about the goods (such as HS code, product name, value, and place of origin), and uploads electronic customs clearance documents.
Some countries require “pre-declaration” (such as the US’s AMS and the EU’s ENS). This allows basic information to be declared before the goods arrive at the port, requiring only additional documentation upon arrival.
- Customs Review and Inspection
Document Review: Customs will first review the electronic data and documents submitted for declaration, checking for missing information, logical inconsistencies (e.g., a significant discrepancy between the invoice amount and the market price, or a mismatch between the HS code and the goods description). If approved, the process proceeds to the next step. If any questions remain, they may request additional explanations or documentation.
Physical Inspection: Customs will determine whether to conduct a physical inspection of the goods based on risk management (e.g., random inspections, focused inspections of sensitive goods). Inspection details include: ensuring the goods are consistent with the declared information (e.g., product name, quantity, specifications), whether prohibited items are contained, and whether the packaging complies with regulations.
The consignee or consignee’s agent must cooperate with customs to unpack and inspect the goods at the airport cargo terminal. If no issues are identified, the process can proceed. If discrepancies are found (e.g., concealment or misdeclaration), fines, temporary detention of goods, or even confiscation of goods may result.
- Payment of Duty and Value-Added Tax
After customs approval (or verification), the payable Duty and Value-Added Tax (VAT, called GST in some countries) will be calculated based on the tax rate corresponding to the goods’ HS code and the invoice amount, and a “Tax Payment Notice” will be issued.
The recipient must pay the taxes and fees within the specified timeframe via bank transfer, online payment, or other methods as instructed in the notice, and retain the payment receipt.
If the goods qualify for the destination country’s “duty-free policy” (e.g., personal items below the duty-free limit, or imported equipment for foreign-invested enterprises exempt from duty), relevant supporting documents must be submitted to apply for tax exemption or reduction.
- Customs Release and Goods Collection
Obtaining the Release Notice: After paying the taxes and fees (or completing the tax-free approval), customs will issue a “Delivery Order” (DO) or mark the goods as “Released” in the system.
Cargo Collection Procedures: The consignee or agent must present documents such as the “Release Notice” and “Air Waybill” to the airport cargo terminal designated by the airline to complete the cargo collection procedures. The consignee must verify the cargo quantity and packaging integrity. (If any damage or missing items are found, the consignee must lodge an objection with the cargo terminal on the spot and retain evidence.)
Additional Charges: Before collecting cargo, the consignee must settle all storage fees (if the cargo has exceeded the free storage period after arrival, e.g., most airports offer free storage for 3-7 days) and loading and unloading fees charged by the airport cargo terminal. The consignee can present the payment receipt to collect the cargo.
III. Special Situations
If problems arise during customs clearance (such as missing documents, incorrect declarations, or cargo detention), the consignee must promptly cooperate with customs:
Supplementary Documents: Complete missing supporting documents as required by customs;
Correction of Declaration: Submit a “Declaration Correction Application” to correct incorrect HS code, cargo value, and other information (a fine may apply);
Appeal or Explanation: If you have any objections to the customs inspection results or tax calculations, you may submit a written explanation or appeal for review. If you have any international logistics service needs, please contact us immediately by clicking the floating chat icon in the lower right corner or using other contact information in the lower right corner of the page!
