Customs Clearance Explained: Common Mistakes That Delay Shipments
“Customs clearance is often seen as a routine step in shipping, but even the smallest mistake in documentation can delay
“Customs clearance is often seen as a routine step in shipping, but even the smallest mistake in documentation can delay a shipment for days — or even weeks.”
Dima Prikhnenko, Air Import Manager at Anchor Express
1.What is the most common customs mistake you personally encounter in air imports, and why does it keep happening?
Clients often provide commercial invoices for customs clearance that are missing critical information, specifically a detailed cargo description and the correct Country of Manufacturer.
The Cause: There is a persistent confusion between the Country of Origin (the country from which the cargo is shipping/departing) and the actual Country of Manufacturer (where the goods were produced). Using the country of departure instead of the country of manufacture on documents is a frequent and problematic error that hinders the clearance process.
The Issue: A complex issue arises when clients attempt to significantly adjust the commercial value of the cargo after customs clearance has been completed and final duties are assessed (e.g., seeking to lower a declared value from $10,000.00 to $1,500.00).
Clients often provide commercial invoices for customs clearance that are missing critical information, specifically a detailed cargo description and the correct Country of Manufacturer.
The Cause: There is a persistent confusion between the Country of Origin (the country from which the cargo is shipping/departing) and the actual Country of Manufacturer (where the goods were produced). Using the country of departure instead of the country of manufacture on documents is a frequent and problematic error that hinders the clearance process.
The Issue: A complex issue arises when clients attempt to significantly adjust the commercial value of the cargo after customs clearance has been completed and final duties are assessed (e.g., seeking to lower a declared value from $10,000.00 to $1,500.00).
The Implication: This action necessitates pursuing a refund through Customs and Border Protection (CBP), which is a difficult process. The client must provide substantial and compelling evidence to prove the change in commercial value. The refund process is subject to strict standards and can be protracted, often taking a year or more.
2.Can you recall a shipment that was delayed due to a small but critical customs detail—and what you learned from that case?
One shipment was highly delayed because of customs clearance – we had cargo which has a few % of aluminum, and to avoid paying duties for all cargo value, client was trying to get actual net aluminum value and country where it was smelted. 1 small part caused a lot of troubles.
The Critical Detail: The cargo contained a composite product with a minor component of aluminum (a few percent of the total shipment). To potentially mitigate a high duty rate applied to the entire cargo value, the client attempted to claim an exception based on the actual net value of the aluminum content and its specific country of melt and pour (smelted/cast). This is a precise and often overlooked detail for composite goods.
The Delay: The documentation required to substantiate this claim was complex and highly specific, demanding proof of the aluminum’s origin at the most elemental manufacturing stage. This attempt to separate out a small component’s value for duty purposes, while financially motivated, led to an intense documentation review and extended hold by customs, severely delaying the final delivery.
The Lesson Learned: The primary takeaway was the profound importance of proactive compliance planning for goods with components subject to special tariffs or trade remedies. It highlighted that the cost savings from aggressive tariff mitigation on a small component must be weighed against the significant risk of delays. For high-priority or time-sensitive shipments, achieving certainty of clearance through conservative, upfront documentation is often more valuable than attempting to minimize the duty on a fractional component. This experience reinforced the need to manage client expectations on the complexity of customs regulations, especially those related to raw material origin for specific components.Advanced planning, scenario modeling, and operational flexibility allow logistics providers to respond quickly when disruptions occur. Companies that invest in contingency planning and supplier diversification are far better positioned to maintain service continuity during unexpected events.
3.Which customs-related issues cause the most stress for import managers, and how do you usually handle them?
The primary stressor occurs when clients include all transportation and shipping-related costs directly within the declared value on the commercial invoice
The Client’s Intent: This is frequently done in an attempt to simplify documentation or, often, with the misguided goal of avoiding duties on these separate charges.
The Customs Requirement: According to customs regulations, the assist value (or a breakdown of charges) for services such as Air Freight, pickup/delivery, DAP (Delivered at Place), and DDP (Delivered Duty Paid) fees must be clearly identified. Furthermore, related services like packing, labeling, and crating are often considered dutiable and must be clearly itemized.
The Conflict: The client’s desire to avoid additional duties for these costs conflicts directly with the regulatory requirement for a full and accurate declaration of the imported good’s value, which includes these specific charges. This lack of transparency forces us to initiate time-consuming corrections.
By enforcing the requirement for transparent cost breakdowns upfront, we aim to prevent the most time-consuming and client-frustrating delays.
4.If you could give one piece of advice to companies shipping by air for the first time, what would it be to avoid delays?
My single most important piece of advice to companies shipping by air for the first time to avoid delays would be to send commercial documents for checking in advance and set up a Power of Attorney/ (before cargo departed from the Origin).
Contact Anchor Express to discuss building a resilient logistics strategy!
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