Knowing how to speed up the customs clearance process is perhaps the most important skill for any importer. For any business involved in international trade, having goods stuck at the border is more frustrating and costly. Clearance delays can quickly spoil delivery schedules, inflate shipping costs, and damage customer relationships.
Most of the time, customs delays happen because of preventable errors in paperwork or a lack of preparation by the importer. Speeding up clearance needs precision, preparation, and partnership. This guide will give you clear, actionable strategies to speed up the customs clearance process and turn it into a smooth, fast, and predictable part of your supply chain.
How to Expedite the Customs Clearance Process
Several strategies can help importers expedite customs clearance and ensure a smooth process:
Perfect Documentation
Offering complete and accurate documentation is the main key for facilitating smooth customs clearance procedures with your customs agent. As an importer, you need to familiarize yourself with the necessary documentation in advance. Generally, necessary documents for customs clearance are:
- Commercial Invoice
- Packing Slip
- Bill of Lading or Seaway bill or Airway bill (preferably Master)
- Freight cost until the entry point (Also known as FOB cost)
- Country of origin of each line of product in the HS code
- Weights per HS code
- Quantity per HS code
- Costs per HS code
- Any other local declaration like REACH or TSCA.
Gather all this data and submit it to your customs clearance.
Pre-lodge Your Customs Declarations
One of the most effective ways to speed up clearance is to submit your customs declarations before your goods physically arrive at customs. This practice, known as pre-lodgment, gives customs authorities time to process your paperwork and potentially clear your goods while they’re still in transit.
To avoid experiencing last-minute submissions, we recommend submitting declarations at least 24 hours before vessel arrival.
Use Electronic Submission (EDI)
Most customs authorities now use Electronic Data Interchange (EDI) systems for faster processing. Your freight forwarder should use these systems to submit all documents digitally. This reduces the time spent on manual paperwork and greatly minimizes the chance of human error. As a consequence, your documentation will approve faster and you’ll have less hassle at the border.
Use the Right Commodity Codes
The fastest way through customs is to use the correct Commodity Codes (HS Codes). Every product has a specific code that determines its duty rate and regulatory requirements. An incorrect code is the number one cause of delays and fines. Ensure your shipping team or customs broker correctly classifies every item before it ships. Accurate coding guarantees that customs can instantly process your declaration, preventing goods from being held up for classification review.
Implement Robust Compliance Processes
Making sure your entire shipping workflow, from sourcing to packing, is standardized and error-free. By auditing your documentation routinely, verifying HS codes, and training staff on regulatory changes, you build reliability with customs authorities. A history of accurate filings allows customs to process your shipments quickly with fewer inspections, guaranteeing faster and more predictable clearance times.
Maintain Strong Relationships with Customs Officials
Effective communication is important in the realm of customs clearance. Developing a cooperative relationship with your customs agents is essential to avoid time-consuming misunderstandings. Frequent communication and understanding their requirements can help avoid misunderstandings and streamline the customs clearance process.
- Use Clear Subject Lines: Always use order number or tracking number for quick tracking.
- Maintain a Single Email Thread: Keep one email chain for all correspondence about a shipment to avoid confusion.
- Clear Arrival Notification: Give your company’s email address for arrival notifications to avoid confusion among customs agents.
- Product Delivery: Your forwarder will arrange product delivery when you’ve sent the required documents.
- Forward Arrival Notices: As soon as the carrier sends you the arrival notice, forward it promptly. Crucially, send it within the same email thread you’ve been using for that shipment. This helps the customs agents instantly link the physical arrival of the goods with all the existing documentation.
- Email Documents to Forwarder: Send these documents straight to your forwarder for processing.
- Consider a Deferment Account: Set up a deferment account to pay duties fast when they are assessed. If you don’t have one, you’ll need to pay the duties upfront before your goods can be released.
- Receive Customs Documents: After receiving the arrival notice, your customs agent will promptly send the required paperwork.
Work with Experienced Customs Professionals
Partnering with customs professionals who have a good experience and knowledge of processes and challenges may be the most effective technique. An experienced customs broker is able to:
Brokers know the local regulations, tariff codes, and compliance rules very well. This makes them valuable partners to ensure a fast and hassle-free customs process.
How to Measure and Improve Your Clearance Performance
To keep improving, monitor key metrics like:
- Average Clearance Time: How long it takes from arrival at the port until the goods are officially released.
- Examination Rate: The percentage of your shipments that customs select for physical inspection.
- Documentation Error Rate: How often your paperwork contains mistakes.
- Compliance Query Frequency: How often customs agents or brokers have to contact you with questions about compliance.
Use this data to find patterns and focus your efforts on improving your processes.
How PITCO Can Help
At Parsian International Trading (Shanghai) Co., Ltd. (PITCO Shanghai), we specialize in expediting customs clearance for shipments through ports in the Middle East, China and Canada. Our dedicated team has decades of combined experience handling all types of imports, from standard containerized cargo to complex regulated products.
We offer:
- Pre-arrival clearance planning
- Documentation review and optimization
- Classification expertise
- Post-clearance compliance support
By running these ways and partnering with experienced professionals, you’ll be able to speed up the customs clearance process and keep a smooth, predictable supply chain.
Need expert assistance for your imports? Contact our customs clearance specialists today to discuss how we can assist to speed up the clearance process and delete unnecessary delays. Our team’s knowledge makes all the difference in keeping your shipments moving efficiently through container terminals in China, the Middle East, and Canada.
Delays can stem from inaccurate documentation, incorrect HS code classification, increased scrutiny by customs officials, port congestion, or a lack of communication between importers, brokers, and carriers. Understanding these causes is the first step to speeding up the process.
HS Codes (Harmonized System codes) are standardized numerical methods of classifying traded products. Accurate classification is crucial. Incorrect codes lead to delays, penalties, and potential seizure of goods.
A customs broker is highly recommended! They are experts in import regulations and procedures. While there’s a fee, they can significantly expedite the process by ensuring compliance and handling paperwork efficiently.
Essential documents include a commercial invoice, packing list, bill of lading or airway bill, import license (if required), and any certificates of origin. Accuracy and completeness are key!
Thoroughly research import regulations, accurately classify your goods with HS codes, build relationships with reliable brokers and carriers, and proactively communicate any potential issues.
Pitco is an Iranian-Chinese company that operates in the field of export and import from three countries: Canada, China and Iran. Our company’s full name is Parsian International Trading (Shanghai) Co., Ltd. We have been operating in the field of export and import for more than 14 years. To learn more about us and our services, you can connect with us through social networks.