What Documents Do I Need for Customs Clearance?
When moving goods in and out of the UK, the customs clearance process is unavoidable. It is a legal checkpoint where HMRC verifies your shipment and determines whether duties or taxes apply. While this may sound straightforward, missing or incorrect customs clearance documents UK can lead to costly delays, shipment holds, or even penalties. Whether you’re a first-time importer or an experienced exporter, knowing exactly which import documents for customs clearance are required is essential for keeping your supply chain moving smoothly. In this guide, we’ll break down each document you need, why they matter, and how to avoid common pitfalls when dealing with customs clearance documents in the UK.
Contents
- 1 What Documents Do I Need for Customs Clearance?
- 1.1 Do You Need an EORI Number for UK Customs Clearance?
- 1.2 Commercial Invoice
- 1.3 Packing List
- 1.4 Import and Export Licences
- 1.5 Customs Value Declaration
- 1.6 Freight Documents (Transport Documentation)
- 1.7 Freight Insurance Certificate (Optional but Recommended)
- 1.8 Why Are These Documents Important?
- 1.9 Quick Customs Documents Checklist
- 1.10 Frequently Asked Questions:
- 1.11 Conclusion
Do You Need an EORI Number for UK Customs Clearance?
Yes, you do. An Economic Operator Registration and Identification (EORI) number is the first document you’ll need when dealing with customs clearance documents UK. Without it, your goods can’t legally move through UK customs, whether you’re importing or exporting. The EORI number identifies your business to HMRC and links to your VAT records if you are VAT-registered.
If you’re trading with the EU, you’ll also need an EU EORI number in addition to your UK one.
Applying for an EORI number is free and takes just a few days via the HMRC portal. Make sure to apply before arranging your shipment, as customs won’t process goods without it.
Commercial Invoice
The commercial invoice is one of the most essential customs clearance documents UK importers and exporters must provide. It serves as proof of sale between the buyer and seller and allows HMRC to assess the value of the goods for tax and duty calculations.
Key Details to Include:
- Exporter and importer names and addresses
- Invoice number and date
- Detailed description of goods (avoid vague terms like “clothes”)
- Quantity, unit price, and total value
- Currency used (GBP, USD, EUR, etc.)
- Delivery terms (Incoterms)
- Mode of transport
- EORI number
Packing List
Your packing list complements the commercial invoice by detailing what’s physically inside the shipment. This document helps freight handlers and customs officials verify the shipment’s contents.
What to Include on Your Packing List:
- Exporter and importer details
- Packing date and invoice reference
- Contents of each package
- Packaging type and quantity
- Weight and measurements (gross and net)
- Unique marks or identification numbers
Without a clear and accurate packing list, your shipment could face hold-ups during inspection, risking delays in your customs clearance documents UK process.
Import and Export Licences
For many shipments, your commercial invoice and packing list are enough. However, if you’re dealing with controlled or sensitive items, you’ll need import or export licences as part of your custom clearance documents.
Goods That Often Require Licences:
- Defense and military products
- High-tech equipment with dual-use potential
- Medical supplies and chemicals
- Live animals, plants, or food products
- Cultural heritage items and antiques
Customs Value Declaration
When importing goods into the UK with a value exceeding £20,000, a Customs Value Declaration becomes a required part of your customs clearance documents UK. This declaration helps HMRC assess the total taxable value of your shipment, which determines the duties and VAT owed.
What’s Included in the Customs Value Declaration?
- Product value
- Freight charges
- Insurance costs
- Handling fees
- Any additional costs up to the point of UK entry
The value declared should reflect the total cost of bringing the goods to the UK, making it a key part of your import documents for customs clearance. Ensure accuracy to avoid penalties or revaluation by HMRC.
Freight Documents (Transport Documentation)
Freight documents provide proof of shipment and are essential customs clearance documents UK. These documents vary based on the mode of transportation used—sea, air, road, or rail.
Common Freight Documents Include:
- Bill of Lading – Proof of shipment for sea freight.
- Air Waybill (AWB) – Documentation for air cargo.
- Road Waybill (CMR) – Required for road transport.
- Rail Waybill (CIM) – For rail shipments.
- ATA Carnet – For temporary imports like exhibition goods.
- TIR Carnet – For international road transport under customs seal.
Freight documents support your import documents for customs clearance by confirming how goods are being transported and who is responsible for delivery.
Freight Insurance Certificate (Optional but Recommended)
While not a legal requirement, a freight insurance certificate is highly recommended when preparing your customs clearance documents UK. This document protects your goods against damage, loss, or theft during transit.
Why You Should Include It:
- Provides financial protection for high-value shipments.
- Covers risks such as handling damage, theft, or loss.
- Supports claims in case of shipment disputes.
If the insurance details aren’t listed on your commercial invoice, having a separate certificate can strengthen your import documents for customs clearance, especially for fragile or high-value goods.
Why Are These Documents Important?
Every shipment crossing UK borders must be properly documented to meet HMRC regulations. Missing or inaccurate customs clearance documents UK can cause major delays, disrupt your supply chain, and expose your business to fines. Customs officials rely on these documents to verify the shipment’s contents, value, origin, and legality. This includes everything from the commercial invoice to the freight documents and customs value declaration.
Submitting complete and accurate import documents for customs clearance ensures your goods move efficiently through ports and terminals. It also protects you from potential legal issues, helping you meet regulatory requirements for both imports and customs clearance documents on exit from UK.
Quick Customs Documents Checklist
Here’s a practical checklist you can follow to make sure your shipment meets all customs clearance documents UK requirements:
- EORI Number – Mandatory for UK imports and exports.
- Commercial Invoice – Details the value, quantity, and description of goods.
- Packing List – Lists package contents, weight, and dimensions.
- Import or Export Licences – Required for controlled or restricted goods.
- Customs Value Declaration – Needed for shipments exceeding £20,000.
- Freight Documents – Bill of Lading, Air Waybill, Road Waybill, or Rail Waybill.
- Freight Insurance Certificate – Recommended for protecting high-value shipments.
By preparing these import documents for customs clearance, you reduce the risk of delays, fines, or shipment holds when trading across UK borders.
Your Global Trade Partner
Frequently Asked Questions:
What are the standard documents required for custom clearance?
The standard customs clearance documents UK include an EORI number, commercial invoice, packing list, freight documents, and any required import or export licences.
What documents do I need to get through customs?
You’ll typically need a commercial invoice, packing list, transport documents, and your EORI number as part of your import documents for customs clearance.
What documents do I need for customs clearance in the UK?
In the UK, you need your EORI number, commercial invoice, packing list, freight documents, and licences (if applicable), along with a customs value declaration for high-value shipments.
What do you need at UK customs?
UK customs require you to submit your complete custom clearance documents, including proof of goods value, transport details, and any relevant licences to clear your shipment.
Conclusion
The importance of accurate customs clearance documents UK cannot be overstated. From EORI numbers to transport documents and licences, every piece of paperwork ensures your shipment clears customs legally and efficiently. Don’t leave your business exposed to delays or penalties. Trust Mercium UK to handle your import documents for customs clearance and help you manage customs clearance documents on exit from UK with confidence. Contact us today to discuss your next shipment.
Contents1 What Does Custom Clearance Completed Mean1.1 What is Customs Clearance?1.2 What Does Customs Clearance…
Contents1 All About Customs Clearance1.1 What is Customs Clearance?1.2 What Does a Customs Broker Do?1.3…
Contents1 How To Calculate Customs Clearance Charges1.1 What Are Customs Duties and Taxes?1.2 Key Factors…