Information

What is required to complete Customs Clearance ?

Mandatory documents required:

Direct Representation Letter
Commercial invoice
Packing list
HS classification Commodity code number (HS Code, EU Taric code)
EORI (Economic Operators Registration & Identification) Number

Additional documents (where applicable)
Copy of the Bill of Lading
Licences
Health Certificates
Duty Preference Certificates of Origin

FAQs

Frequently Asked Questions

What is the cost of customs clearance ?

The cost will vary, depending on the type of declaration required and the mode of transport and the Port of entry. Our pricing will itemise the charges. Please contact info@hansenmac.com

What is a Direct Representation Letter ?

A document providing HansenMac permission from you, to complete Customs Clearance on your behalf.

What is an EORI Number and how do I get one ?

An EORI (Economic Operators Registration Identification) number is a unique reference number issued by Customs to the Importer and is required to import goods from outside the EU. This is a one-time application, more information can be found via the following link https://www.gov.uk/eori

What is a HS classification Commodity code number ?

A Harmonised System classification commodity code number is a unique 10 digit code that relates to your specific product and determines the amount of Duty payable. The HMRC Trade Tariff link can provide help and useful tips to enable you to classify your products. Click here https://www.gov.uk/trade-tariff

Why do I need to provide a HS classification Commodity code number ?

As the importer/exporter it is your legal responsibility to ensure classification of your products are correct. However, if you are unsure please do not hesitate to contact info@hansenmac.com who can assist you in an advisory capacity.

What can hold up my Customs Clearance ?

A variety of reasons can hold up a clearance for example, waiting for mandatory documents, awaiting payment, customs holds, Port Authority holds, vessel and Aircraft delays.

How will I know when my shipment has cleared customs ?

Our team at HansenMac will email you with your clearance paperwork as soon as the shipment has been released from customs and is free to leave the port, or board the outbound vessel.

Can HansenMac arrange onward transport in the UK ?

We can recommend Freight Forwarders for the Transport logistics or you can choose your own. Whichever option you use, we will liaise with them on the Customs Clearance.
If you use a recommended Freight Forwarder you will pay them directly and we do not charge for this service.

When can I arrange to pick up my shipment ?

This varies with the arrangement made by the Shipping/Airline and Freight Forwarder. It will also depend on how your goods are transported eg Containers, Truck or Aircraft and the Port of arrival. For an Ocean Import by Container it can take up to 7 days after the Ship has docked to access your goods.

How do I pay Import VAT and any Duty ?

VAT and Duty is paid using you HMRC Duty Deferment Account (DDA) If you have not got a DDA account please apply by following this link https://www.gov.uk/guidance/apply-for-an-account-to-defer-duty-payments-when-you-import-or-release-goods-into-great-britain

How do I reclaim the VAT ?

If you are VAT registered you will be forwarded a C79 form by HMRC after the clearance, which you then use for your regular VAT Input/Output returns.

What is a Deferment Account ?

A deferment account is an account registered with Customs, which allows your Company to make Duty & VAT payments to HMRC. This is useful if you have many imports on a regular basis during the year.

What if I do not have a Deferment Account ?

You can apply for your own Deferment Account by following the link https://www.gov.uk/guidance/check-which-type-of-account-to-apply-for-to-defer-duty-payments-when-you-import-goods

Importing

Step 1 of 6: Purchase from Supplier

Agree Incoterms with the supplier
Decide which mode of transport is most appropriate
Consider how you will arrange payment (e.g. use of letter of credit)
Check what import duty rates will apply
Check if the goods require any import licences or additional controls
Obtain quotes from clearing agents
Obtain quotes from carriers (depending on Incoterm agreed)
Apply for an EORI number if this is your first import
Make sure insurance is in place

Exporting

Step 1 of 6: Sale

Agree Incoterms with the client
Consider how you will receive payment
Check if there are any specific paperwork requirements for the country of destination
Obtain quotes from clearing agents
Obtain quotes from carriers (depending on the Incoterms agreed)
Ensure you know the country of origin for each item you are selling
Apply for an EORI number if this is your first export
Arrange insurance if you have agreed to cover this

Documentation

Commercial invoice
Packing list
Single Administrative Document C88
Bill of landing / AWB / CMR
Certificate of origin/origin declaration (may be included on the invoice)
Preference certificate/preference declaration (may be included on the invoice)

Incoterms

International Contract Terms

Possibly the most important clause within an international contract of sale is that which describes the terms of trade chosen between the seller and the buyer.

These identify the following issues for both parties to the transaction:

Responsibilities of both parties and their service providers
The division of risk between seller and buyer
The division of costs between seller and buyer.

Pricing & Quote

You will find that most customs brokers prefer to offer a tailored quote as their fee will depend on the products you are importing or exporting, their value and point of origin. For example, if your goods need licensing then this could cause additional work for the broker, and they’ll add a fee for this.

Please read more for details and quote form.