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Customs document checklist

Most European clearance delays trace back to paperwork: vague descriptions, declared values that do not match the invoice, missing importer numbers, branded goods without authorisation. This checklist is organised in four layers, every shipment, importer identity, product compliance and Amazon inbound, so that most requests for documents and most inspections can be avoided before dispatch.

On this page
  1. 1. Every shipment
  2. 2. Importer identity
  3. 3. Product compliance documents (by category)
  4. 4. Amazon FBA inbound
  5. 5. The most common reasons for document requests
Updated October 2026

1. Every shipment

DocumentWhat it must containProvided by
Commercial invoiceSeller and buyer names and addresses, incoterm, line-by-line description (material, use, model), HS code, quantity, unit price, currency, originShipper
Packing listCarton count, dimensions and gross/net weight per carton, marks, contents per cartonShipper
Hong Kong export declarationGoods exported from Hong Kong must be declared through the Government Electronic Trading Services within 14 days after export; cargo leaving via mainland ports uses a mainland export declaration insteadArranged by us
Transport documentBill of lading (sea), air waybill (air), rail consignment note or CMR (road)Issued by us

Vague descriptions such as “gift”, “parts” or “accessories” are the leading reason for document requests under EU ICS2 safety filing and at destination clearance. State material, use and model on every line.

2. Importer identity

Under DDP we act as importer and prepare the items below; when clearing under your own entity, you provide them.

ItemUnited KingdomEU (Germany, France)
Importer numberGB EORI (issued by HMRC)EU EORI (issued in the member state of first declaration, valid EU-wide)
VAT numberUK VAT number, used with postponed VAT accountingDestination VAT number; IOSS number for low-value B2C
Customs authorisationLetter of authority for the brokerImporters not established in the EU generally need indirect representation, under which the broker is jointly liable and vets clients more strictly

3. Product compliance documents (by category)

  • Electronics, toys, PPE and similar: CE declaration of conformity and technical file; the UK continues to recognise CE marking for most categories, with UKCA required for some, so check before dispatch
  • General consumer products for the EU: GPSR requires the EU responsible person’s name, address and contact details on the product, packaging or accompanying documents
  • Battery products: UN38.3 test summary, MSDS/SDS, and the transport classification for the mode used
  • Packaging and electronics EPR: German LUCID packaging registration, WEEE registration, battery registration; French unique identification numbers for packaging and electronics
  • Textiles: fibre composition labels; food-contact items, cosmetics and medical devices carry their own regimes, to be confirmed before shipping
  • Wooden packaging: must comply with ISPM 15 and carry the heat-treatment mark
  • Branded goods: brand authorisation or trademark proof

4. Amazon FBA inbound

  • Shipment ID and FBA box labels, scannable on every carton
  • Carton weight and dimensions within the destination warehouse limits; pallet type and wrapping as required
  • VAT and EPR numbers registered in Seller Central must match what is actually declared
  • Deliveries need appointments; we book the reference and slot against the customs release time

5. The most common reasons for document requests

  • Vague descriptions or descriptions that do not match the goods
  • Declared value clearly too low, or inconsistent with payment records
  • HS code inconsistent with the description, or wrong duty rate
  • Missing importer EORI, or EORI and VAT belonging to different entities
  • Branded goods without authorisation; products without CE marking or EU responsible-person details

FAQ

Frequently asked questions

Must the commercial invoice show HS codes?

Not legally mandatory, but a 6-digit HS code on each line reduces back-and-forth over classification; the duty rate is fixed by the destination’s 8- to 10-digit tariff line, which the broker verifies.

Who lodges the Hong Kong export declaration?

We arrange an agent to lodge it through the Government Electronic Trading Services, with the government fee charged at cost; cargo leaving via mainland ports is declared for export on the mainland instead.

What do I still provide under DDP?

You still provide the commercial invoice, packing list and product compliance documents; importer numbers, tax numbers and the customs authorisation are prepared on our side.

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