What Is an Import Declaration?

An import declaration is a critical document required by customs authorities for the importation of goods into a country. It serves as a comprehensive statement that provides detailed information about the cargo being imported, including its nature, value and quantity. This declaration is essential for assessing the correct customs duties and taxes, ensuring that all imports comply with local laws and regulations.

The process of submitting an import declaration is a key step in the import procedure, enabling customs officials to monitor and control the flow of goods into a country. It helps in the identification of prohibited or restricted items and the enforcement of trade policies, too. Moreover, an accurate and complete import declaration supports the efficient clearance of goods through customs, minimising potential delays and avoiding penalties for non-compliance.

Import declarations vary in complexity and detail, depending on the type of goods, their value and the specific requirements of the importing country’s customs authority. They are usually submitted electronically through customs management systems, these days, an innovation that has streamlined the process and, in many countries, enhanced the accuracy of the information provided. For businesses engaged in international trade, understanding how to properly prepare and submit an import declaration is fundamental to achieving smooth and lawful import operations.

Types of Import Declarations

Please note that each type of import declaration caters to specific needs and scenarios in the import process, offering flexibility and efficiency in customs clearance. Understanding these distinctions is essential for businesses to ensure compliance and streamline their international operations.

Standard Import Declarations: These are comprehensive declarations required for most imports, providing detailed information about the goods, including their classification, value and origin. Standard declarations are necessary for goods that need to be cleared immediately upon arrival and are subject to full customs controls.

Simplified Declarations: Simplified declarations allow importers to bring goods into the country with minimal initial information and defer the payment of duties and taxes. This procedure is designed to expedite the clearance process, making it particularly useful for businesses with regular import operations. Importers must qualify for this scheme and meet certain criteria set by customs authorities.

Entry in Declarant’s Records (EIDR): This type of declaration offers maximum flexibility, allowing importers to record goods in their own systems without making a full customs declaration at the point of entry. EIDR is part of the broader customs simplification procedures and requires subsequent submission of a supplementary declaration.
Supplementary Declarations: When using simplified procedures like EIDR, supplementary declarations provide the detailed information omitted in the initial declaration. These are submitted after the goods have been imported, allowing customs authorities to assess and collect the appropriate duties and taxes.

Getting to grips with the different types of import declarations is important for any British business with international supply chains. For many, this will mean appointing a customs broker or agent who can handle such work. At Barrington Freight, we have in-house customs clearance services that run alongside our freight forwarding work.

Key Components of an Import Declaration

The most important elements of an import declaration are outlined below:

• Consignee and Consignor Details: Names and addresses of the sender (exporter) and receiver (importer) of the goods.
• Description of Goods: Detailed description, including type, quantity and specifications of the imported items.
• Classification Codes: Commodity codes, used to classify goods for customs tariffs and statistics.
• Origin and Destination: Country of origin of the goods and their final destination.
• Declared Value and Currency: The value of the goods declared for customs purposes in the specified currency.
• Transport Details: Information on the mode of transport and the vehicle identification (container number, flight number and vehicle registration).
• Incoterms: The International Commercial Terms that define the responsibilities of sellers and buyers for the delivery of goods.
• Applicable Taxes and Duties: Estimated duties and taxes applicable to the goods, based on their classification and value.
• Licences or Certificates: Any required licenses, certificates or permits for restricted or regulated goods.
• Additional Information: Any other information required by customs, such as safety and security declarations, for instance.

The Process of Submitting an Import Declaration

When you’re preparing to submit your import declarations, the first step involves choosing the right software. This software is essential for interfacing with the Customs Declaration Service, ensuring that your paperwork is in order.

As you fill out your declaration, it’s important to know exactly which data sets are required. This varies depending on the specifics of your import, so taking a moment to understand the Customs Declaration Service guidelines is key.

Depending on whether you’re importing into Great Britain or Northern Ireland, the completion requirements will differ. Familiarising yourself with the relevant customs declaration guidelines for your destination ensures that you’re covering all bases.

Once your goods are cleared by customs, you’ll receive a notification through the Customs Declaration Service, marking an important milestone in the import process.

After your declaration is accepted, you’ll be informed about the duty charges. Paying these charges is a crucial step to get your goods released. If you’re using a duty deferment account, keeping track of payment deadlines is important to avoid any surprises.

In some cases, customs may request additional documents for verification purposes. Being prepared for this possibility and understanding the clearance process can help smooth the way for your goods as they enter, leave, or transit through the UK.

The Downsides of Improperly Prepared Import Declarations

Improperly prepared import declarations can lead to significant disruptions, including customs holds and inspection delays, resulting in increased storage costs. Such inaccuracies may also trigger fines and penalties from HMRC for non-compliance, potentially harming business reputation and relationships with the authorities. Furthermore, errors can cause discrepancies in inventory and financial records, complicating audits and financial reporting. That’s why turning to experts, like Barrington Freight, can be so beneficial.