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)
GB EORI (Economic Operators Registration & Identification) Number

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


Frequently Asked Questions

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

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

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

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

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 who can assist you in an advisory capacity.

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.

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.

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.

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.

Duty is paid using you HMRC Duty Deferment Account (DDA) If you have not got a DDA account please apply by following this link

If you are VAT registered you can use PVA (Postponed VAT Accounting) via your regular VAT returns.

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.



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


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
audit (3) (copy)


  • 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)


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.

Useful links

  • HMRC Trade Tariff Tool
  • Classification of goods
  • Import and export: customs declarations, duties and tariffs
  • Border Operating Model
  • The Institute of Export & International Trade
  • The World Trade Organization (WTO)
  • The World Customs Organization (WCO)
  • Exporting to the European Union 

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.

Contact Information

Registered number 11932140

VAT 320898980