Before importing goods from outside the EU, it is worth familiarizing yourself with the documents required at check-in. When executing a large order for goods, every importer must remember the obligations associated with customs clearance. When contacting a supplier, make sure that he has the complete documentation necessary to carry out this process, and above all - before starting the entire process - check the reliability of the customer. Once that step is over, let’s see what we should do.
Import from China and the EORI number
The EORI Number (Economic Operators' Registration and Identification) is an identifier that functions only for customs related to the fulfillment of customs obligations in the import and export of goods from and to third countries (outside the EU). It allows you to identify the trader.
What before import?
Quality control.
Before you import a larger quantity, order samples of goods. An important point is also to pay attention to the certificates held by the company, such as ISO, CE or RoHS.
What customs documents are required when importing goods from China?
1. Commercial Invoice
The seller (exporter) issues the Commercial Invoice to the buyer (importer). This document acts as a sales contract and is the basis for all customs and tax procedures related to importation. This is the formal proof of the transaction and contains detailed information about the sale of goods.
To avoid problems with customs clearance, it is best to prepare commercial invoices in English and additionally in the language of the importing country, if required. Then it will be easy to make sure that all translations are accurate and consistent with the original.
Customs regulations vary from country to country; commercial invoices may also require a VAT number, signature, HS codes and more.
The Chinese invoice should include such details as:
Name and address of seller: Full contact details of exporter.
Buyer’s name and address: Full contact details of the importer.
Date of invoice.
Invoice number.
Description of Goods:
Full description of goods: Name, tariff code (HS Code), detailed product description.
Quantity: The number of units of each product.
Unit Price: The cost of one unit of each product.
Total Value:
The sum of the value of the goods.
The currency in which the invoice is issued.
Delivery terms according to Incoterms, e.g. FOB Shanghai
Payment Terms:
Term of payment.
Method of payment.
Additional Information:
Order number.
Country of origin of goods.
Weight and dimensions: Information on gross and net weight and dimensions of packages.
Signature and seal.
The commercial invoice is a key document for customs offices, used to determine the value of goods, calculate duties, and taxes, and verify the legality of transactions. Invoice irregularities can lead to delays, additional costs, and legal sanctions. Therefore, accuracy and compliance are crucial in the preparation of this document.
2. Packing List
A document that describes the contents of the consignment, enabling the goods to be identified.
It provides information about packaging numbers, quantity and weight of goods, and how they are packed (e.g. number of cartons, pallets).
It is used for both customs clearance and confirmation of cargo compliance with the order.
Particulars presented in the packing list:
Name and address of exporter: Full contact details of the exporter.
Name and address of the importer: Full contact details of the importer.
Number and date of issue of the list.
Commercial invoice number.
Description of Goods:
A detailed description of the goods.
Number of pieces of each type of goods.
Item reference number: Catalog number, SKU or other identifier.
Packaging:
Type of packaging: Type of packaging used and its quantity (e.g. carton, crate, pallet).
Package dimensions: Length, width and height of each package.
Gross and Net Weight: The weight of each package and the total weight of the shipment.
Transport data:
Means of transport: Information on the mode of transport (sea, air, rail).
Bill of lading number: Number of the transport document.
Container number: If the goods are transported in containers, provide its number.
Flight/vessel number: Information on the flight or vessel number, if available.
Information on the origin of goods:
Country of origin of the goods.
Port of loading: Place from which the goods were dispatched.
Information about the country of import:
Country of import.
Port of unloading.
Delivery terms according to Incoterms 2020.
Additional notes:
Special Instructions: Any special requirements for the transport or storage of goods.
Signature and seal.
The information contained in the packing list must be consistent with that on the commercial invoice, consignment note, and other documents.
3. Shipping List
A shipping list (air, sea, rail, road) is a document proving the transfer of our goods to the carrier. The document contains details of the shipper, carrier, and buyer, and information about the cargo and its transport. It allows customs clearance and delivery of the cargo to the right person.
We distinguish the following types of waybills:
AWB: air transport
Bill of Lading (B/L): sea transport
CIM and SMGS: rail transport
CMR: road transport
The above customs document applies to all imported goods and is necessary for each clearance. Some products may require additional documentation besides these.
Additional customs documents
1. CE certificate and declaration of conformity
Many products imported into the European Union are subject to the obligation to have a CE certificate and a declaration of conformity. They confirm the product's compliance with the relevant regulations in the New Approach Directives, which set requirements for product safety. It applies, for example, to electronics, toys, medical devices, and other goods.
The issuance of the CE certificate is preceded by the conformity assessment process, by carrying out specific product tests. The assessment body issues the document based on a test report. A manufacturer with test reports and a CE certificate can issue a declaration of conformity and affix the CE mark on the goods.
2. Certificate of Origin
A certificate of origin gives details about the production location of the goods. It is required for customs clearance, for example, when importing textiles and clothing. It serves, among other things, to apply preferential tariffs for certain countries.
3. Customs declaration
The form must be submitted to the customs office to declare the import of goods. It contains detailed information about the goods, their value, tariff codes (HS Code), country of origin, and the customs declaration of the importer.
4. Other Permissions and Licenses
The type of imported goods may determine the need for other documents, permits, and licenses.
Such documents may be:
Import License: The document is mandatory for certain goods to be imported. Issued by the relevant authorities, it contains details of the goods to be imported and the conditions of the license.
Insurance Certificate: Document confirming that the goods are insured for the time of transport. It contains information about the insurer, the insurance policy, the insured value, and the scope of protection.
Inspection Certificate: A document confirming that the goods have passed the inspection before shipment and meet the quality requirements. Issued by independent inspection companies, it contains inspection results and information about goods.
For example:
the import of food products into the EU is subject to veterinary checks or State Sanitary Inspection;
for purchases of dangerous goods (e.g. batteries, fireworks), the documentation will vary depending on the chosen means of transport and specific standards;
chemical products will require a transport permit and the right licenses.
It is the responsibility of every importer to make sure that the goods imported by him have a set of documents required for customs clearance. Knowledge of customs documents will make it possible to avoid unnecessary complications when importing products into the European Union.
All products are subject to the obligation to have a commercial invoice, packing list and consignment note. Some may also require additional documentation, such as a CE certificate, declaration of conformity, certificate of origin, and other permits and licenses.
Import from China in a few steps
Here's a comprehensive guide to importing from China in just a few steps, ensuring simplicity and minimizing risks:
Finding and verifying a supplier from China
Ordering samples of goods and checking their quality.
Negotiating terms of cooperation, such as prices, delivery dates and payment terms.
Arranging the transport of goods from China to the importing country.
Preparation of customs documentation.
Carrying out customs clearance.
Receipt and inspection of goods.
However, remember to always check the information you are using to avoid any problems.
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