How to Make a Full Export Declaration While Sending Goods From the UK￼
Shipping products from the UK
One of the factors you need to consider is the requirements at the customs office.
For instance, a customs declaration service requires you to make a full export declaration. This article will tell you how to do so.
What Is an Export Declaration?
An export declaration is a statement made by owners of the goods, their exporter, or their agent. It provides UK customs officers with details about the products and export transactions.
When Is an Export Declaration Required?
Completing export declarations is mandatory before shipping any commodity. The process is mostly the same for all types of goods.
However, there are major differences in terms of when you need to submit your export declaration form.
If you’re exporting from a place that requires the declaration to be filed as “arrived,” you’ll need to complete the declaration before the commodity starts the journey. If you’re shipping from other locations, you must submit your declaration as “pre-lodged.” In other words, the declaration needs to be filed before you present the products to UK customs at the border.
Another detail you should consider is the specific timeframe for shipping your goods. It depends on the type of transport.
If you’re shipping your goods by sea, you need to submit a declaration at least two hours before the products leave the port. This rule applies to cargo shipped in containers from the UK to the following regions:
- Faroe Islands
- Baltic Sea ports
- North Sea
- Mediterranean Sea
- Black Sea
Commodities transported to other areas must be declared at least a day before you load them into containers on a vessel. If the cargo isn’t in containers, you can submit your declaration two hours before the products leave the country.
Inland Waters and Roads
If your goods need to be transported on inland waters or roads, the customs procedure code requires you to declare the goods at least an hour before the departure.
You must declare your goods when using rail transport at least an hour before the products arrive at the office of exit if the train needs under two hours to travel between the first station and UK customs. Otherwise, you can submit a declaration two hours before the products leave the country.
The law requires you to declare goods at least half an hour before departure if you’re exporting them by air.
How to Fill Out Export Declaration Form
You’re probably wondering: “Who is responsible for export declaration procedures?” Besides the customs declaration service, you must also be involved in the process from the get-go. This might take some time, but it’s the only way to ship your goods legally and safely.
Fortunately, gone are the days when you had to enter commodity codes and export declarations manually. You can now use various electronic services.
The most reliable option is the National Export System (NES). This electronic-based solution allows you to lodge export entries and commodity codes before your goods exit the country. It’s linked to the customs’ handling of import and export (CHIEF) network, which tracks products and automatically looks for errors.
Most users access NES using a convenient web portal. Alternatively, you can access it indirectly through a software provider (XML/email submission) or a Community System Provider (CSP) connected to airports and inventory management networks.
Here are the requirements for accessing the NES:
- Valid Economic Operators Registration and Identification (EORI) number
- CHIEF badge role (this isn’t necessary if you ship your goods via freight forwarding companies)
- Government Gateway ID and password if you don’t use a CSP
- Chief-compatible software package if you use XML or email declarations
If you meet all the conditions, you’ll be able to enter the following information into your export declaration form:
- Exporter details – name, contact details, and full address
- GB EORI number
- Importer details – name, contact details, and full address
- Description of products – information about what you’re exporting, such as net and gross weight and number
- Transport details – key details about your transport, including the ship’s name or flight number and shipment container haulier or number
- Customs procedure codes – a predefined His Majesty’s Revenue and Customs (HMRC) code that determines how your export is processed and how any applicable taxes or duties are collected
- Commodity code – commodity codes are numerical codes that classify your goods
- Value of products – the monetary value of your goods
- Licensing details – information about license numbers and other licensing requirements
With your export customs declaration completed, CHIEF should automatically assess your information. They’ll either permit you to continue, ask for more evidence, or categorise certain data entries as failed. If you need to correct some information, the system should provide you with accurate details to help you validate your shipment.
Once you’re allowed to progress with your shipment, you’ll receive a message that says you’re ready to transport your goods. There may also be other notifications. For instance, the drivers performing the service may receive emails or screenshots of your declaration to clear customs.
Regarding Safety & Security (S&S) information on your shipper’s export declaration, you should be able to enter it on the NES if necessary. If you don’t submit a declaration before the departure, you might need to provide a standalone exit summary declaration (EXS).
Finally, you’ll need to notify the HMRC the products have exited the country via your departure message. If your transporter uses a linked inventory system, this should be done automatically. Otherwise, you must submit a report yourself when presenting the goods at the point of departure and when the commodities leave the UK.
Here are the documents you’ll need when submitting this report:
- Government Gateway ID and password
- HMRC approval
- Declaration Unique Consignment Reference (DUCR)
- Master Unique Consignment Reference (MUCR) for any consolidated goods
- One of the following forms: C1601, C1602, C1603
Breeze Through Customs With a Freight Forwarder
Completing an export declaration is hard, even with all data right in front of you. You can make the process easier by contacting a freight forwarding company. A reliable provider can walk you through the procedure, so you receive clearance in no time. This way, you can focus on what truly matters – securing and preparing your goods.
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