Prepare accurate shipment information for a US, UK or EU destination. Use this checklist to collect the records you need and verify the current rules for the receiving country.
YOUR CHECKLIST
Use accurate descriptions and values, check destination rules and keep purchase and shipping records.
01
Identify the destination rules
Check current import guidance for the receiving country and the type of goods. For EU destinations, confirm the rules for the specific member country. Requirements can change, so review them near the shipment date.
02
Describe the contents accurately
List each item in plain language with quantity, material where relevant and its actual purchase value. Match the declaration to the order record. Avoid vague descriptions or altered values.
03
Estimate import charges
Check whether duties, tax or carrier clearance fees may apply to your goods. Add a provisional amount to the full delivery budget and verify who collects it and when. A shipping quote alone may not cover these charges.
04
Keep the documents together
Save the purchase confirmation, payment record, parcel details and tracking number. If a carrier asks for clarification, use the same accurate item information across the documents.
Check the rules at the time of shipment
Country rules and carrier procedures can change. A charge described in an old forum post may no longer apply. For the US, review current customs guidance for the goods and their origin. For the UK, check the government guidance for goods sent from abroad. For an EU destination, review both EU information and the receiving member country’s process. Use the current rules for the actual parcel, not a general estimate copied from another order.
Make the documents consistent
The product description, quantity and value on the parcel information should align with the purchase records. Keep the route details and tracking number with those records. If a carrier asks for clarification, answer using the same accurate item information. Budget for possible tax, duty or handling charges separately until the route or collector confirms who pays them and when.
KEEP THIS HANDY
Keep one accurate customs record
Destination
Identify the receiving country and, for EU delivery, the specific member country.
Goods
List each item in plain language with quantity, material where relevant and actual value.
Evidence
Keep the purchase confirmation, payment record and parcel or shipping details together.
Charges
Check current tax, duty and carrier handling rules before shipping and note who collects any payment.
WORKED EXAMPLE
Example: preparing a mixed clothing parcel
A parcel contains two hoodies and a bag. Record each item separately with the value actually paid, rather than describing the whole parcel as “accessories”. Check the import requirements for the destination and whether the chosen route accepts the contents. Keep the order and shipping records so that any carrier request can be answered consistently. If the destination is in the EU, use that member country’s current guidance as well as the wider EU rules.
Check the receiving country’s current requirements
The destination is the US
Check current US Customs and Border Protection guidance for the type and origin of the goods; do not rely on an old duty-free threshold.
The destination is the UK
Check current UK government guidance for VAT, duty and courier collection on goods sent from abroad.
The destination is in the EU
Check current EU guidance and the receiving member country’s customs authority for applicable charges and requirements.
Questions about import charges and declared values
Does the shipping quote include import charges?
Only if the chosen service explicitly says so. Keep import charges as a separate budget line until confirmed.
Can I lower the declared value to avoid charges?
Use the actual purchase information and follow the destination’s declaration requirements.
NEXT STEP
Keep product details ready for shipment records
Retain the product description, quantity, purchase value and supporting documents for each item in the planned shipment.
