The UK Import Documentation Checklist: Everything You Need for Customs Clearance
Importing goods into the UK requires more than just placing an order and arranging shipping. To clear your goods through UK customs smoothly and legally, you'll need the right documentation. Missing just one critical form can result in delays, penalties, or seizure of goods.
Here’s your essential import documentation checklist to help ensure your shipments move through customs without a hitch.
✅ 1. EORI Number (Economic Operator Registration and Identification)
You must have a valid EORI number beginning with "GB" to import goods into the UK.
📌 Why you need it: Identifies your business to HMRC and is required for customs declarations.
🔗 Apply here
✅ 2. Commercial Invoice
The commercial invoice is one of the most important documents in international trade.
📌 What it includes:
- Description of goods
- Quantity and value
- HS (commodity) codes
- Country of origin
- Incoterms (e.g., FOB, CIF)
- Seller and buyer details
✅ 3. Packing List
Though similar to the invoice, the packing list provides additional clarity on how goods are packaged.
📌 Details to include:
- Number of boxes or pallets
- Gross and net weight
- Dimensions
- Marks and labels
- Package contents
✅ 4. Bill of Lading / Airway Bill
This is the transport document issued by the carrier.
📌 Types:
- Bill of Lading (B/L): For sea freight
- Airway Bill (AWB): For air freight
It serves as proof of shipment and ownership of the goods.
✅ 5. Import Declaration (via CDS)
Goods imported into the UK must be declared through the Customs Declaration Service (CDS) or via a customs agent.
📌 What it includes:
- Commodity codes
- EORI number
- Invoice value
- Country of origin
- Mode of transport
✅ 6. Import Licences or Certificates (if applicable)
Certain goods—such as food, chemicals, electronics, or textiles—may require special import licences or certifications.
📌 Examples:
- Phytosanitary certificates for plants
- CE/UKCA conformity documentation
- Food safety certificates
✅ 7. Certificate of Origin
This certificate verifies the country in which the goods were manufactured.
📌 Why it matters: May qualify your goods for preferential duty rates under trade agreements.
✅ 8. Insurance Certificate (Optional but Recommended)
Provides proof of insurance coverage during transit, particularly for high-value shipments.
📌 Pro tip: Get coverage from your freight forwarder or an independent marine insurer.
✅ 9. Freight Forwarder or Customs Broker Details
If you're using a third party to handle customs clearance, ensure they have:
- All of the above documents
- A power of attorney (if required) to act on your behalf
✅ 10. Duty and VAT Payment or Deferment Setup
You’ll need to arrange payment of:
- Import duties (based on commodity code)
- VAT (usually 20%)
📌 You can use Postponed VAT Accounting (PVA) to reclaim VAT on your return if you’re VAT-registered.
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Keep your landed costs under control and your supply chain moving smoothly.
Final Thoughts
Having the right documents is just as important as having the right product. Use this checklist before every shipment to ensure a hassle-free customs experience. Staying organised can save you time, money, and major headaches.
