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Customs clearance is a key part of the international shipping journey. It’s a mandatory process all goods must undergo when entering or exiting a country to ensure they comply with regulations.
It’s also a time-consuming process, which means there’s one question freight forwarders get asked more than any other: how long does customs clearance take?
While the process might seem straightforward, many variables influence how long it takes. Understanding these factors and preparing accordingly can save your business time and money.
In this article, you’ll learn how long customs clearance takes in general, what causes delays and how you can ensure your goods move through customs as smoothly as possible.
How long does customs clearance take?
Customer clearance depends on many factors, including the mode of transport, type of goods, and the accuracy of documentation. Expect it to take the following times on average:
- Air Freight: Clearance typically takes one or two days for air freight shipments. However, delays can occur if documents are missing or additional inspections are required.
- Sea Freight: Sea freight shipments may take 2–4 days for customs clearance. Port congestion and container handling can extend this time further.
- Express Shipments: Service providers like Pro Carrier, DHL and FedEx offer streamlined customs clearance, often completing the process within a few hours.
If you’re transporting specialised or dangerous goods like pharmaceuticals or chemicals, expect delays for additional inspections.
What does the customs clearance process look like?
While the customs clearance process will change from one shipment to the next and from port to port, it generally follows these steps:
1. Documentation submission and declaration
The process begins when you submit the necessary documentation. This includes:
- Commercial Invoice: A detailed description of the goods, their value, and the involved parties.
- Packing List: A document specifying the contents, dimensions, and weight of the shipment.
- Bill of Lading or Airway Bill: A carrier-issued document confirming receipt of the shipment and its transport details.
- HS Codes: A series of codes that classifies goods for customs duties and taxes.
An issue with this documentation will cause an immediate delay in the process. It pays dividends to complete all of this paperwork in advance, as we’ll see below.
2. Inspections
Customs authorities assess the shipment for potential risks and as prohibited items. They will also corroborate the documentation with the goods. Random inspections, including physical checks or x-rays, may occur.
3. Payment of duties and taxes
Once the shipment is evaluated, you’ll need to pay any applicable customs duties, taxes, or tariffs based on the declared value and HS codes.
4. Clearance notification
After all requirements are satisfied, customs issues a clearance notice, allowing the shipment to proceed to its final destination.
How do you calculate customs clearance costs?
You’ll almost certainly need to pay duties or tax on imported goods. How much you pay for customs clearance in the UK depends on several factors, including:
- Type of goods: Some items, like alcohol or electronics, attract higher duties than others.
- Declared value: Customs duties and taxes are calculated as a percentage of the shipment’s declared value.
- HS codes: Different HS codes attract different levels of duty. Be careful not to classify products by the wrong HS code, which can lead to you paying more duties than you need.
- Service fees: Customs brokers or freight forwarders charge fees for managing the clearance process. This will often benefit importers as freight forwarders can reduce your duty liability by applying the right HS code. They can also complete documentation in advance to avoid delays and fines.
- Storage and demurrage: Shipments held at ports due to delays incur additional costs for storage or penalties.
Why do shipments get stuck in customs?
Customs delays can be frustrating and costly. Sometimes they are avoidable, but often there’s nothing you can do.
Here are some of the most common causes of delays and what you can do about them:
1. Port Congestion
High shipping volumes, especially during peak seasons, can overwhelm port facilities, delaying container unloading and customs processing.
There’s not much you can do to solve this issue. Instead, plan shipments carefully during peak periods to reduce the impact of delays on your business.
2. Incorrect Paperwork
Missing or inaccurate documentation, such as an incomplete commercial invoice or mismatched HS codes, can lead to significant delays.
Solve this issue by completing paperwork carefully in advance. Double-check your work or partner with a freight forwarder like Pro Carrier, who will always submit the correct paperwork.
3. Importing Restricted Items
Prohibited or restricted goods, such as hazardous materials or counterfeit items, may be flagged for further inspection or confiscation.
Avoid importing restricted items entirely. Reduce the chances of your goods getting inspected by filling out full paperwork using correct HS codes. Any issues or inaccuracies make customs officials more likely to inspect your goods.
4. Unpaid Taxes or Duties
Pay customs duties and taxes promptly to avoid officials holding your shipment.
If you can’t pay these duties in good time yourself, use a freight forwarder or customs agent to handle the process. You can authorise these companies to act as a direct representative on your behalf.
How to speed up customs clearance
Avoiding the issues we’ve listed above will speed up the customs clearance process significantly. Take things even further by following these best practices:
1. Choose an experienced freight forwarder
Working with a knowledgeable freight forwarder ensures that your customs requirements are met, reducing the likelihood of errors or delays. They can also provide guidance on specific regulations for your destination country.
Take Pro Carrier, for instance. We have decades of experience navigating global customs and put your business at the very centre of our supply chain. By combining advanced technology with customer service excellence, we ensure you sail smoothly through customs every single time.
2. Complete paperwork in advance
We recommend preparing and verifying all necessary documents before the shipment departs or two weeks in advance of customs. Double-check the accuracy of commercial invoices, packing lists, and HS codes to avoid errors.
At Pro Carrier, our operations teams work two weeks ahead of schedule. We submit documents well before they are due, ensuring your containers spend as little time as possible sitting in port.
3. Ensure regulatory compliance
Stay on top of your industry’s import and export regulations to ensure you don’t accidentally fall foul of regulations. Pay particular attention to documentation requirements and tariff changes.
This is another area where a freight forwarder can help. Their team will stay abreast of any changes in your industry, ensuring you always remain compliant.
How to track your shipment through customs
Tracking your shipment during customs clearance is essential for maintaining visibility and addressing potential issues promptly.
There’s no better solution than Horizon, Pro Carrier’s all-in-one platform. Horizon is an advanced tracking system that provides real-time updates on shipment status and customs clearance progress.
It includes:
- Notifications on clearance initiation and completion.
- Alerts for documentation errors or additional inspections.
- Visibility into shipment location and estimated delivery times.
Horizon also stores important documentation like commercial invoices and customs forms in one place, allowing you to create a secure and auditable record of events.
Sail through customs with Pro Carrier
Customs clearance is a critical but complex part of the international shipping process. Delays caused by incorrect documentation, port congestion, or unpaid duties disrupt supply chains and increase costs.
However, with proactive planning, regulatory compliance, and the support of experienced logistics partners like Pro Carrier, you can navigate customs efficiently and keep their shipments on track.
At Pro Carrier, we specialise in providing end-to-end logistics solutions, including customs clearance for importers of any size. You’ll benefit from decades of experience, a proactive team that works two weeks in advance, and the industry’s leading tracking solution.
Find out more by speaking to one of our experts today.