International shipping is more than putting your items in a box and taking them to the post office. The procedure involves the following steps, where one of them is completing a customs Form correctly, which is critical for a quick transfer of the package across international borders.
Regardless of the carrier, such as USPS, FedEx, or UPS, it is essential to know how to correctly fill in such freight forms to prevent any potential issues with shipment or damages. I want to explain this process to you, one step at a time, to ensure you follow it correctly. In this article, I will explain all the necessary steps and information on how to fill out a customs form for international shipping
Why is a Customs Form Necessary?
A customs form for international shipping is an official form that states the contents, value, and purpose of the parcel. It is used by customs authorities to determine whether any duties or taxes are applicable and also whether the contents of the package are legal in the country of destination.
This is because completing it the wrong way may result in your package being either held at customs or returned.
Is a Customs Form required for all carriers?
Yes, all major carriers demand the customer to complete a customs form for shipping internationally and this includes USPS, FedEx, DHL, and UPS. Regardless of the size of the item you are sending, it can be a small personal item or a large shipment of products; the carrier cannot take your package unless the form is filled correctly and enclosed.
The only exception is when the shipment is within the European Union and Switzerland, where customs forms are unnecessary when shipping across borders. Nevertheless, customs clearance documents are required in most worldwide deliveries to ensure that the package passes through customs clearance efficiently.
What Forms Are Needed?
Different forms might be needed depending on the specific carrier and the destination,
- DHL:
Apart from shipping documents, DHL only allows a commercial invoice for international shipments if one sells goods. You have to enter the sender and receiver information, description of the items and declared value.
- FedEx:
Like FedEx’s international shipping, a commercial document, in addition to other forms such as the FedEx International Air Waybill is also needed. This document shows more shipment details and is used at customs.
- USPS:
USPS has several forms, including PS Form 2976-R, which is used for customs declaration forms. A CN22 form is usually required if you’re sending goods with a value of less than $400. For higher values, you may need a CN23.
- UPS:
To clear customs for UPS, you will need to complete a custom clearance form similar to a commercial invoice, which provides the details of the shipment, its value, and contents.
How to fill out Customs Form Internationally
Completing a customs form for international shipment may only look complex, but if you follow the proper procedures, it is straightforward.
1. Gather Essential Information
Before you start, ensure you have the following information ready:
- Sender’s name and complete address (including the sender’s custom reference number – if any).
- Name and address of the receiver in full.
- Information about the items in the package (for example, “3 t-shirts of cotton”).
- The quantity and the value of each item.
- Dimensions of the package and the overall weight of the package also affect the total shipping cost.
- Purpose of sending the package (gift, sale, etc. ).
These details will help the customs officials determine the content of your package.
2. Choose the Right Form
As for the courier and the place of delivery, various forms are used. For example:
- PS Form 2976-R is used by USPS most of the time, especially when it comes to international shipments.
- Some shippers like FedEx and DHL sometimes request a commercial invoice in case of a higher-valued item.
- The CN22 form is used for goods not exceeding £270 in the United Kingdom, and the CN23 form is used on packages costing more than £270.
Therefore you must always use the proper form for your shipping. If you are in doubt, most courier companies usually offer an online customs form filler.
3. Complete the Customs Declaration Form
- Sender's Information: First and last name, current address, and any other means the person can use to reach you. Some forms might ask for a sender’s custom reference number if you have shipped internationally before.
- Recipient's Information: Take time to write the full name and address of the recipient and any other means of communication that may be available. Ensure these details are correct to avoid such problems in the future.
- Item Description: Give a clear description of the products you are shipping. Do not use general terms and conditions like ‘gift’ or ‘goods.’ Instead, use specific ones like ‘1 cotton t-shirt, 2 plastic toys.’
- Quantity: Include instructions on how many items of a particular type are in the package.
- Value of Items: Indicate the amount of each item mentioned in local currency. This then assists the customs on whether the goods coming in require duties or taxes to be paid.
- Weight and Dimensions: Ensure that the weight and sizes given are correct for the package being shipped. These details include the cost of the shipment and the duration that the product takes if it is being shipped.
- Purpose of Shipment: Specify whether the package contains a gift, commercial product, or personal items. Putting the package in an international courier company, some countries have certain additional conditions based on the type of package shipped.
4. Double-Check for Accuracy
After completing each relevant section, make sure to check the information you have input is correct. Customs declarations are legal documents, thus, any information supplied that is false may lead to losses, lengthy time in custody, or the destruction of the shipment.
Where is the Customs Form Placed when Sending the Package
After completing your customs declaration form, you must attach the customs declaration form in the right manner to the package. Here’s how:
USPS packages:
Place the customs form next to the shipping label and secure it with clear adhesive tape. ensure that the QR code is visible and not covered in any way.
FedEx and UPS packages:
Enclose the customs form in a transparent plastic cover and fix it externally to the parcel. Ensure that the text is understandable and easily accessible to the customs authorities.
One may ask where the customs declaration should be placed Then, it must be placed outside the package to be noticed by the scanner.
Special considerations for specific couriers
As for customs clearance documents, each courier service has specialties regarding filling out the forms. Here are a few details to keep in mind: Here are a few details to keep in mind:
- USPS: USPS customs forms can be completed online and these forms can be printed at home. USPS also offers a customs form tracker, which can be used to track the clearance status of the shipped item.
- FedEx: For higher-value items, you must complete a commercial invoice. The declaration statement for FedEx shipments should include the description of the item being shipped and the customs value.
- UPS: Like USPS and FedEx Custom Forms, the UPS customs forms can also be completed online. For sending documents internationally, UPS has special services that can be used to send documents.
Instructions about Hazardous Materials and Electronic Export Information
If your package has dangerous goods or needs electronic shipping information, extra records are required. Such items require a statement, and any wrong declaration attracts the law.
If you are shipping from the U. S., sometimes Electronic Export Information (EEI) filing is necessary for some shipments. It will be wise to ensure that you take your time and look at the regulations depending on the type of cargo that you are going to transport.
Avoid these common mistakes
- Incorrect Information: Ensure all information about the value, sender, and receiver are correct. Inappropriate information can lead to long delays or a package being returned.
- Wrong Classification: Every item should be assigned to the correct category, and it may be necessary to assign the correct item codes. If a particular document is classified in the wrong category, it may attract extra attention or an extra fee.
- Cheap Valuation: It is also important not to under-declare the value as this is a form of fraud that can lead to the package being taken away.
- Attaching the Form Incorrectly: Make sure that the scan code and all the details on the form are easily readable and visible.
Start International Shipment with the Correct Customs Documents
Whether you are sending small packages to friends and family or you run an online business that deals with cross-border shipments, properly completing a customs form is critical for a smooth and efficient shipment.
Knowing what forms you require and how they are submitted to your package can prevent the loss, delay, or fines charges to your shipment. The next time you want to send an item across the border, I advise you to make sure you fill out your customs form correctly, and then you are set for international shipment.
Conclusion
No matter if you are shipping via USPS, FedEx, UPS, or any other courier company, knowing how to complete and attach the customs form is essential for international shipping. It may look difficult at first time, but, it is very easy when you follow the above guidelines and ensure all the relevant information is correct, then you will prevent such problems and ensure your package is delivered on time. In any case, many courier services can complete the customs forms online.
Customs Form FAQ
- Should I use a customs declaration?
Yes, but it should be noted that any package to be transported across the international border must have a customs declaration form. This document ensures the package’s content and value are confirmed by the customs authorities and importing country. There are only two occasions where the customs form is unnecessary, mainly if the shipment is between the EU countries and Switzerland.
- What if I do not declare my items?
An individual who decides not to declare any items at customs faces severe consequences. When you fail to attach the customs clearance documents, your package can be delayed or returned. Moreover, depending on the value of the items and customs laws of a particular country, fines might also be charged.
- Is it possible to complete a customs Form online?
Indeed, it is possible to complete customs forms online with most couriers. There are many other online facilities, such as USPS, FedEx, and UPS, where you can complete your customs forms online and take a printout. This method is often faster and ensures that all the relevant fields are filled.
- Which countries require a customs declaration?
As stated above, any package that enters a country from another country must feature a customs declaration form. Exceptions include movement between EU countries and Switzerland on different issues.
- What is the difference between a customs declaration and a commercial invoice?
A customs declaration informs customs about the nature and value of the shipment while a commercial invoice is a document describing the price, quantity, and terms of sale, especially in business operations. Both are essential for productive import and export business.
