When exporting goods internationally, you may need to submit an export declaration. This document contains important details about the goods, transport, and relevant tax information. For businesses new to international trade, managing export declarations can seem complex and time-consuming. In this article, we explain what an export declaration is, what it should include, and how to submit it correctly.
What is an export declaration?
An export declaration is a document that must be completed and sent to your country’s Customs Administration when you’re exporting. When properly completed, it serves as an official certificate confirming important information. Such as which goods are transported, their origin, destination, and recipient.
An export declaration is not just an administrative form — it also plays an important role in maintaining trade statistics, monitoring the flow of goods and ensuring effective customs controls. In addition, it can serve as evidence in case of any disputes or misunderstandings between seller and buyer.
Learn more about the basics of exporting.
What should an export declaration contain?
An export declaration must include a detailed description of the goods to be exported. The declaration must clearly describe the following points:
1. Product description: Exact type, quantity, and value of the goods.
2. Information about the sender and recipient: Full names and addresses of both sender and recipient.
3. Country of origin and destination: Where the goods are exported from and to.
4. Transport arrangements: Specific details of the transport. For example, shipping method, shipping costs, shipping agreements, and insurance information.
All information provided in the export declaration must be correct and truthful. Providing false or misleading information can result in fines or legal penalties.
Are you unsure which shipping method you should use? Read our article: Which transport solution should you choose?
Make sure you have everything you need
Before you export, it is important to check if there are any specific rules or regulations in the recipient country that you as an exporter must follow. You are responsible for submitting the declaration correctly.
Below, we go through examples of goods that require approval from the recipient country, as well as what you need to have to fill in the export declaration correctly before export.
List: Items requiring approval:
- Radioactive waste
- Endangered animals and plants
- Weapons and ammunition
- Cultural objects
- Waste
- Used refrigerants – such as refrigerators and freezers
List: You need this before filling in your export declaration
- An EORI number
- Any powers of attorney for customs agents or freight forwarders
- The commodity code of the item
- Documents regarding origin and possible restrictions
How do I submit an export declaration?
You can submit your export declaration in several ways. How you choose to submit it is up to you, but it is important to consider factors such as time consumption, cost and how many returns you need to handle. Below, we go through the various options for customs declaration when exporting.
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Paper form
You can complete your export declaration on a paper form and send it to your country’s Customs Office by post. This traditional method can be time-consuming, especially if you have numerous declarations or need to make changes or corrections. Paper forms are also more dependent on manual handling and can mean longer processing times.
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Integrated customs system
For companies that often handle exports or import and need to submit many returns, it may be more beneficial to use a customs system which is integrated with your country’s Customs Administration. These systems make it possible to automate and streamline the customs process, which saves both time and resources.
Through an integrated customs system, you can send declarations directly to your country’s Customs Administration from your company’s system without manually entering information each time. Integration can also provide the opportunity for better traceability, reporting, and management of customs related information.
How much does an export declaration cost?
The cost of getting help with your export declaration can vary, depending on several factors. For example, due to the value of the goods, type of goods, destination, as well as any special requirements or additional services that may be needed for your particular export.
To get an exact price quote, contact a customs agent. Discuss your specific needs and conditions with the customs agent to get a more detailed and customized price information. It is important to remember that the cost of the export declaration is part of the total costs of the export process. Which may also include shipping, insurance and any customs fees.
Do you want to know more about the cost of the export process? Read: How do you calculate shippings costs?
What happens if I don’t submit an export declaration?
An export declaration is mandatory for you to carry out your export. Without a correctly completed export declaration, your shipment may be delayed or even stopped at customs. It can lead to fines and other penalties from the customs authorities. In the worst case, you may be banned from exporting goods in the future.
Therefore, it is important to fill it in carefully, or get help from an expert.
Let Bertling simplify your export process!
Are you going to start exporting goods, or are you already an experienced exporter? Regardless of whether you are a beginner or have extensive experience, you can always get help from us at Bertling. We make the export process easier and make sure everything goes right, including your export declaration. With our expertise in logistics and customs handling, you can be sure that your exports are handled professionally and efficiently.
Contact us and we will help you navigate through the whole of the export journey – from export declaration to final delivery.
