When it comes to moving goods across borders, customs clearance is one of the most critical and often misunderstood steps in the logistics process. Get it right, and your goods move smoothly. Get it wrong, and you risk delays, penalties, or even seizure of your cargo.
At Scanlon Freight, we specialise in time-critical shipments, and global supply chain support, so we know just how important clear, compliant documentation is. This guide breaks down everything you need to know.
Why Customs Documentation Matters
Customs documentation serves two core purposes:
- Legal compliance: Authorities need to ensure goods meet regulatory and security requirements.
- Commercial accuracy: Information impacts duties, taxes, and whether goods can enter or leave a country.
Incomplete or incorrect paperwork is one of the biggest causes of border delays but it is 100% avoidable with the right guidance.
Key Customs Clearance Documents (Explained)
Here are the essential documents you’ll need for smooth international shipping:
Commercial Invoice
This is your primary customs document. It outlines the full details of the transaction.
Must include:
- Buyer and seller details
- Description of goods
- HS (Harmonised System) code
- Quantity, weight, and value
- Incoterms (e.g. EXW, DDP)
- Country of origin
- EORI number (for EU/UK trade)
Be clear and specific. Generic descriptions like “parts” can trigger inspections.
Packing List
A detailed breakdown of what’s in the shipment used to verify against the invoice.
Should include:
- Number of cartons or pallets
- Weight and dimensions
- Type of packaging
- Item breakdown per package
Scanlon Freight Tip: It’s not legally required in all countries, but we strongly recommend it, as it reduces the risk of physical inspections.
Bill of Lading (B/L), Air Waybill (AWB) or Road Consignment Note (CMR)
Issued by the carrier, this document confirms receipt of goods for transport.
- Bill of Lading (sea freight) is a title document
- Air Waybill (air freight) is non-negotiable and issued by the airline or forwarder
- Road Consignment Note (road freight) is used for the regulation of road freight transport
Always check consignee details are correct errors here cause serious delays.
Customs Declaration
This is the formal submission to the importing country’s customs authority.
Handled by:
- Customs brokers
- Freight forwarders (like us)
- The importer/exporter themselves (less common)
Scanlon Freight Tip: Ensure your declarations are submitted accurately and in time, using compliant software and up-to-date HS codes.
Certificate of Origin
Proves the country where the goods were manufactured or produced. May be required for:
- Claiming preferential tariffs
- Meeting import regulations
Issued by:
- Chamber of Commerce
- Exporter (self-certification under some agreements)
Scanlon Freight Tip: We help prepare or apply for certificates where needed, including for EU-UK trade post-Brexit.
Import/Export Licences
Required for controlled goods such as:
- Pharmaceuticals
- Food and drink
- Electronics
- Chemicals or hazardous materials
Scanlon Freight Tip: Let us know the nature of your goods early, then we can flag any licensing needs in advance.
Statement on Origin (for preferential tariffs)
Used under trade deals (e.g. EU-UK TCA) to claim zero tariffs if goods meet Rules of Origin.
Must include specific wording on your commercial invoice or a separate declaration.
Scanlon Freight Tip: We help businesses correctly assess and prove origin to avoid paying unnecessary duty.
Optional but Useful Documents
- Insurance certificate
- Inspection certificate
- Dangerous Goods Note (DGN) for restricted or hazardous shipments
- ATA Carnet for temporary imports (e.g. trade shows, professional equipment)
How we can help you with your documentation
If you choose Scanlon Freight as your freight forwarding partner, we will:
- Prepare, check, and submit documents on your behalf
- Guide you through complex or high-risk shipments
- Ensure compliance with UK, EU, and international regulations
- Liaise with customs to resolve any queries or issues quickly
With our ACTION-based methodology, we focus on pro-active communication and compliance, so your cargo keeps moving.
Final Thoughts
Customs clearance doesn’t need to be a paperwork headache. With the right documentation and a trusted logistics partner international trade becomes faster, smoother, and far less stressful. Have a shipment coming up and want to make sure your documents are spot-on? Let Scanlon Freight guide you through it.
Contact us today for customs support, document templates, or a free customs clearance checklist.
