Required Documents for Customs Clearance
Required Documents for Customs Clearance
What documents do you need when importing from a country outside the EU?
Below you will find an explanation of the various required documents.
Packing List
The packing list provides a detailed overview of the shipment. It specifies how many and what type of goods are being shipped. The packing list does not replace the commercial invoice. Customs can use the packing list to see which goods are being imported. The packing list contains the following information:
Supplier details
Customer details
Date
Incoterm
Description of goods
Quantity
Number of CBM
Gross weight
Net weight
Commercial Invoice
The commercial invoice is issued by the sender/supplier. Based on the values stated on the commercial invoice, customs will determine which taxes and import duties apply to the goods. The values must match those on the bill of lading.
Note: A commercial invoice is not the same as a pro forma invoice. A pro forma invoice is a preliminary version, while the commercial invoice is the final version.
HS Code | Commodity Code
The HS code informs customs of the type of goods being imported. A 10-digit HS code is required for the import process. It must be stated on the commercial invoice.
Providing the HS code allows customs to:
Calculate import duties
Accurately identify the type of goods
Release goods faster, leading to quicker delivery to the recipient
Bill of Lading (B/L)
The Master Bill of Lading (MBL) is issued by the shipping line when a full container is booked. The shipping company creates an Original Bill of Lading (OBL). Today, digital release of the B/L is also possible. This digital version is referred to as a Non-Negotiable Waybill.
The House Bill of Lading (HBL) is issued by a Freight Hero agent when a partial shipment is booked. In this case, the sender can also choose digital release. The Freight Hero agent will stamp the B/L with “Telex Release”, which is then known as a “Telex Released” House Bill of Lading.
The B/L serves as proof of ownership. The release of the B/L is only initiated once the sender has received payment from the customer. After release, the goods become the property of the recipient/customer.
Power of Attorney for Direct Representation
The client must complete a power of attorney for direct representation when The Freight Hero acts on their behalf. A valid power of attorney is required to confirm the legal existence of the client’s company.
The power of attorney must include:
Chamber of Commerce registration number (KvK number)
VAT identification number (VAT ID)
EORI number
Passport number
To avoid delays and additional costs, it is essential that The Freight Hero receives all required documents in time before the arrival of the goods. Once a ship enters port, several procedures must still be completed before the goods can be delivered. The Freight Hero aims to make this process as fast and smooth as possible.