The import process step by step: documents, customs and delivery

Three decisions that shape the process

Three decisions made at the outset shape every step that follows:

1. HS code — the duty rate, the need for a permit and any trade-policy measures
2. Incoterms term — where cost and risk change hands
3. Method of payment — determines the flow of documents and the delivery timeline

All three must be settled before ordering. A permit requirement or duty rate discovered after the goods are already on their way cannot be undone.

Step by step

1. Supplier and delivery term. The Incoterms term and the place of delivery are agreed. For container cargo, FCA is preferred over FOB, and CIP over CIF.

2. HS code and pre-check. The duty rate, import permit, conformity certificate and any anti-dumping measure are checked. If there is any doubt, a binding tariff ruling is considered.

3. Proforma and payment. Depending on the method of payment, a letter of credit is opened or a transfer is planned.

4. Arranging carriage. Booking is opened; the loading date and the cut-off are learned.

5. Loading and the flow of documents. The invoice, packing list, transport document and, where applicable, certificate of origin are obtained from the supplier. Documents should be completed while the goods are still at sea.

6. Summary declaration and arrival. The carrier files the summary declaration; the goods arrive at the port.

7. Delivery order. Freight and local charges are paid, and the delivery order is obtained from the carrier. A container cannot be pulled without a delivery order.

8. Registration of the declaration. The customs declaration is filed and registered. The duty rate and the exchange rate are determined as of this date.

9. Lane assignment. Green, yellow, red or blue lane. This is what actually determines the timeline.

10. Payment of duties. Customs duty, any additional duties and VAT are paid.

11. Delivery and inland carriage. The container is pulled, unloaded and the empty unit is returned.

Timing: the most critical point

Preparation of the declaration should be planned around loading, not arrival.

The reason is simple: the moment the container reaches the port, free time starts running. If documents are missing, the declaration cannot be filed, the goods cannot be pulled, and the demurrage clock starts running. Late return of the empty container also generates detention.

The correct reflex: request the document set as soon as loading is complete, and finish checking the HS code and any permit at that point. Preparation done while the goods are at sea is free; preparation done at the port is billed by the day.

The lane system

Lane	What happens	Effect on time
Green	No check	Can be completed the same day
Yellow	Document check	Short delay
Red	Physical inspection	Longest
Blue	Post-clearance check	Fast; audit deferred

Lane assignment is based on risk criteria. A consistent declaration history, an accurate and clear product description and consistency of documentation are the practical factors that reduce the likelihood of the red lane.

Common mistakes

Leaving the HS code until after ordering. A permit or duty surprise then shows up at a point of no return.

Requesting the document set only on arrival. This is exactly how demurrage and storage charges arise.

Writing a generic product description. This increases the likelihood of inspection.

Leaving payment for the delivery order until the last minute. The delivery order cannot be obtained without payment, and the container keeps waiting.