Customs errors can occur at any time of the year, but they increase in likelihood when supply chains are put under pressure. Orders increase, deadlines become tighter, and teams are often working against the clock to keep goods moving.
As workloads increase, minor errors that might normally be resolved quickly can instead result in significant delays while the necessary corrections are made. At the same time, higher volumes moving through customs can mean far longer than normal clearance times.
Whether you’re shipping across Europe or moving goods internationally, taking the time to get customs right before booking freight can save you valuable time, money, and frustration.
Below we outline some of the most common customs mistakes, and what you can do to avoid them.
1. Incomplete or incorrect documentation
We’ve previously highlighted the top 5 Mistakes to Avoid When Filling Out Commercial Invoices. During busy periods, when businesses are processing higher shipment volumes and working to tighter deadlines, these same documentation errors become even more frequent.
Common mistakes include:
- Missing or incomplete commodity codes
- Missing or incorrect incoterms
- Missing or incorrect values (quantities, weights, goods value)
- Missing country of origin
- Incorrect or missing consignor or consignee details
When customs authorities identify missing information, shipments can be held while clarification is sought and documents are amended. When demand spikes, these delays can quickly multiply as customs departments and carriers deal with increased shipment volumes.
Though speed is often of the essence during peak periods, maintaining accuracy is critical. By taking a few extra minutes to review your documentation, you can help prevent costly customs delays later down the line.
If you’re unsure what information should be included on your commercial invoice, our guide breaks down all the details.
2. Commodity code confusion
Many commercial invoices often have missing, or incomplete commodity codes. Every item being imported or exported needs to have an 8 or 10 digit commodity or Harmonized System (HS) code.
For exports, an 8-digit commodity code is often sufficient. However, import declarations frequently require the full 10-digit code. While the final two digits are sometimes ’00’, this isn’t always the case. In many product categories, the final two digits provide additional information about the goods and can influence duty rates, regulatory requirements, and customs processing. Commodity Code 73269098, for instance, is perfectly valid for export clearance, but when it comes to importing there are seven different variations, three of which result in different VAT rates. That’s why it’s important to verify commodity codes using the UK Trade Tariff checker to ensure your documentation is accurate.
It’s also important to remember that commodity codes can, and often do, change. A product classification that was accurate last year may not necessarily be accurate today.
Using an outdated or incorrect code can result in:
- Customs queries
- Incorrect duty calculations
- Delayed clearance
- Potential compliance issues
Before shipping, take the time to verify your commodity codes rather than relying on historical records. Extra time spent now can save you hours of lost time down the line.
3. Incomplete Customs Clearance Instructions
A good customs broker will ask for you to provide a Customs Clearance Instruction as well as a Commercial Invoice. This is used to supplement any information that isn’t available on the invoice and helps ensure shipments are processed correctly.
One mistake we often see is businesses simply writing “see invoice” rather than providing complete and accurate instructions within the customs clearance instructions document itself.
However, problems then arise if the invoice in question contains incomplete information, or doesn’t contain all the details required for clearance. This results in customs teams spending additional time gathering the necessary information before they can proceed.
The more complete your instructions are from the outset, the smoother the clearance process is likely to be. Make sure you keep your customs clearance instructions up to date and include as much relevant information as possible.
4. Leaving customs planning until after freight is booked
One of the most costly mistakes businesses make is viewing customs as something that happens after transport has been arranged.
Before booking freight, you should establish:
- How the goods will be cleared
- Which party is responsible for clearance under the agreed incoterms
- Whether a customs agent is already appointed
- Whether additional border processes apply
- Whether specific customs stops are required during transit
We’ve seen situations where a shipment is booked and moving smoothly, only for additional customs requirements to emerge later. For example, if customs clearance needs to take place at a specific location that wasn’t identified during planning, route changes may be required, resulting in delays and additional costs to account for the diversion.
Similarly, time is often lost when businesses request customs support only to later discover their consignee or consignor already has a customs broker in place.
By asking yourself the question “How is this shipment being cleared?” before booking the freight, you can help avoid delays and unexpected costs.
Why customs delays become worse during peak seasons
Getting customs right is essential for keeping supply chains moving, no matter the time of year. While mistakes on customs documentation are often avoidable, they can take longer to resolve when customs authorities, carriers, and logistics providers are managing higher shipment volumes.
As shipment volumes increase, businesses may be more likely to reuse information from previous shipments, make assumptions about customs requirements, and skip important checks in an effort to save on time and ensure deadlines are met. Unfortunately, this increase in speed often goes hand-in-hand with an increase in errors.
The impact is most significant during major peak trading periods such as Black Friday and Christmas. Not only is there more pressure on internal teams to move goods quickly, but customs authorities, carriers, and clearance providers are processing significantly higher volumes of freight. As a result, shipments that require amendments or additional information may take longer to clear than they would during quieter periods.
When mistakes are discovered after collection, freight may already be in transit, waiting at a depot, border crossing, or customs location. What could have been resolved with a quick review beforehand can quickly turn into a significant delay.
Top tips to avoid delays
- Check all documentation thoroughly
Ensure all your documentation is complete and that all the required information is included and accurate. Make sure to complete your customs clearance instructions thoroughly, and don’t rely on other documentation to fill in the gaps. If you’re unsure what information should be included on your commercial invoice, take a look at our guide where we break down all the details. - Double check commodity codes
Don’t rely solely on historical records. Commodity codes may have changed since your last shipment. Verify commodity codes using the UK Trade Tariff checker to ensure your documentation is accurate. - Establish how your goods will be cleared before booking freight
Ask yourself the question “How is this shipment being cleared?” before you book transport. By confirming who is responsible for clearance, whether a customs agent is already in place, and whether any additional processes are required, you can save yourself time and money later down the line. - Build in more time
Peak season demand often places additional pressure on teams, increasing the risk of errors. By taking a few extra minutes to double-check the details, you can avoid costly delays, unnecessary charges, and disruption to your customers when it matters most.
Taking the complexity out of customs
Our in-house customs team has years of experience in staying up to date on changes to rules and regulations ensuring smooth transits in and out of the UK. Our customs specialists can help you review your shipment requirements and ensure everything is in place before your goods start their journey.
To help minimise potential disruption to your supply chain, our in-house customs team will review all customs documentation before it is submitted to either CDS or our European partners. Through this approach, you’ll be notified of any potential issues before they can become delays, ensuring your supply chain keeps moving smoothly without unexpected costs or disruption to you, or your customers.
For new customers, we’re also happy to review a previous commercial invoice ahead of collection, helping you identify any gaps or inaccuracies before your shipment begins its journey.
If you need support with customs, we’re here to help.
