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When the documents for clearance are incomplete or wrong, we do not send the client back with a list of gaps. We sort out the paperwork: we check the invoice and packing list, set the correct tariff code, verify the EORI number and required permits, fill the missing data with the sender and only then, with a complete set, declare the goods. We do what others will not touch.
The Polish-language version of this article is the reference one. This is an informational translation.
The most common paperwork problems in clearance to the UK
- An invoice without a full set of data: no value, currency, delivery terms, description of the goods or parties' data.
- A packing list that does not match the invoice: a different number of cartons, a different weight, a different description.
- An uncertain or wrong commodity code, which decides the duty, VAT and required controls.
- No EORI number on the sender or consignee side.
- Missing required permits, licences or certificates for goods under restrictions.
What we do step by step
| Problem | What we do |
|---|---|
| Incomplete or wrong invoice | we point out the gaps, set the correct data with the sender, keep it consistent with the packing list |
| Uncertain tariff code | we set the correct code from the description and parameters of the goods, check it in the tariff |
| No EORI | we show how to get the number and hold the clearance until it is issued |
| Missing permit or certificate | we establish what is required for the given goods and complete the documents before declaring |
The tariff code: a foundation, not a formality
A wrong commodity code means a wrong duty rate, wrong VAT and missed controls. So instead of copying a random code from the invoice, we set it afresh from what the goods really are. How to read such a code and where to find it is explained in the article on the CN/HS commodity code. When the case is complex, our customs advisory supports us.
No EORI: what to do
Without an EORI number there is no clearance in trade with a third country, and after Brexit the United Kingdom is exactly such a destination. If the sender or consignee does not have one, we show where and how to get it and hold the declaration until the number is issued. What an EORI is and how to obtain it is covered in a separate article on the EORI number. It is one of the first points we check before the goods move.
Who is responsible for the data in the declaration
Honestly: clearance rests on data supplied by the sender or importer, and it is they who are responsible for its truth. We do not invent that data and do not guess the value or description of the goods. We do something else: we make sure the set is consistent, that the invoice matches the packing list and the tariff code fits the goods, and we flag every discrepancy before it becomes a problem at the border. That is the difference between a prepared clearance and one bounced by the system.
Why others send you back and we do not
Sorting out scattered paperwork is work that takes time and does not fit the "send a complete set and we will declare it" model. For many forwarders that is a reason to send the client back. For us it is an ordinary part of the job on a difficult load to the UK. We describe the same way of thinking around customs clearance to the UK after Brexit and our customs clearance service.
Where do we do it?
We handle clearance to and from the United Kingdom within transport on the United Kingdom route, combining the carriage with the clearance and customs advice. So the paperwork and the goods travel on one path, not through three separate firms that refer to each other.
Step by step
- Invoice check. We confirm that the invoice includes all necessary party details, goods descriptions and terms of delivery.
- Packing list cross-check. We compare invoice entries with the packing list to verify weight, counts and packaging units.
- Tariff code assignment. We classify the cargo and assign the correct commodity code.
- EORI verification. We check the validity of both sender and recipient identification numbers in official systems.
- Data completion. We contact the sender to gather any missing information prior to customs submission.
Definitions
- EORI (Economic Operators Registration and Identification): A unique identification number required for customs operations across the European Union and the UK.
- CN/HS (Combined Nomenclature / Harmonised System): An international classification standard used to determine tariff rates and regulatory controls.
- Incoterms (International Commercial Terms): Standardised trade terms defining the allocation of responsibilities, costs and risks between buyer and seller.
- Packing list: A document detailing the physical contents of a shipment, including weight, dimensions and packaging method.
- Commercial invoice: The primary accounting and customs document stating party details, commodity descriptions, value and currency.
When does this rule not apply?
This procedure does not apply when documentation corrections depend on a mandatory physical customs inspection ordered at the border.
The OTSL role
When preparing cross-border shipments, we arrange road transport and verify documentation prior to vehicle departure. For further details on standard procedures, see Odprawa celna do UK po Brexicie, krok po kroku.
Sources
- GOV.UK: importing goods into the United Kingdom (requirements and documents)
- GOV.UK: the EORI number, who needs it and how to get it
- GOV.UK: the trade tariff and commodity codes
Have goods heading to the UK while the paperwork is incomplete or the data does not match? Describe the situation in the contact form and we will review the documents, set the tariff code, fill the gaps and run the clearance to the end.
