Difreight Blog Customs clearance of exports and imports: list of documents and peculiarities of the process

Customs clearance of exports and imports: list of documents and peculiarities of the process

Customs clearance of exports and imports: list of documents and peculiarities of the process

International trade is a kind of marathon where customs control plays the role of a key checkpoint. To get through this stage without any delays, you need to understand the intricacies of customs clearance. We have prepared a guide to customs clearance for exporters and importers that will help you understand the documents and procedures without unnecessary worries.

Customs clearance of exports of goods

Exporting goods is not only a great opportunity to expand your sales markets and increase your company's profits, but also a great responsibility to the customs authorities. Correctly executed documentation and compliance with customs clearance procedures are the key to success on this path.


Below is the main list of documents required for customs clearance of exports.

  • Customs accreditation. Your company must be accredited by the customs authorities to be eligible to conduct foreign trade operations.
  • Foreign economic contract and annexes. This is the main document that records the agreement between you and your foreign partner.
  • Invoice. A detailed invoice for goods that contains information about the seller and the buyer, a list of goods, and payment details. The invoice must be drawn up in English, additionally translated into Ukrainian and prepared in an electronic version in Excel.
Invoice form - DiFreight

Invoice form

  • Product description. A clear description of the product with all technical specifications and photos is especially important for the first delivery.
  • Packing list. For customs clearance, you need to provide a packing list in the form of a jpg/pdf file with a stamp and signature. Additionally, an Excel file with the packing list must be prepared to prepare the customs declaration.
  • Agreement for customs brokerage services. An agreement with an agent who will carry out customs clearance on your behalf.
  • CMR - an international waybill that accompanies the cargo.
  • Information about the carrier and documents for the vehicle used for cargo transportation (EDRPOU, name, address, contact phone number, carrier's e-mail, carrier's customs registration number, vehicle registration certificate and driver's passport).

Make sure you have collected the entire package of documents before starting customs clearance.

Customs clearance process

It is important to provide the invoice and packing list along with an Excel version to the manager before loading the car in Ukraine. The manager will check the shipping documents, and if he finds any discrepancies, you still have time to make changes.

The next step is for the logistician to provide the broker with a CMR with the carrier's stamp, driver's passport, vehicle registration certificate, and information about the carrier (TIN/EDRPOU, name, address, phone number, e-mail), the border checkpoint through which the departure will be made.

The broker prepares and submits the customs declaration to the customs. If the car needs to be inspected or sealed, it must go to the customs clearance office for the procedures. Once cleared, the car can go to the border at the specified checkpoint.

Sample of filling out the customs declaration MD-2 - DiFreight

Sample of filling out the customs declaration MD-2

Customs clearance of imported goods

The process of customs clearance of imports of goods into Ukraine is accompanied by the need to comply with customs requirements and the preparation of a number of documents.


Here's what documents are required:

  • accreditation at customs;
  • foreign economic contract and annexes;
  • invoice with translation and Excel file;
  • description of the goods, similar to import;
  • packing list (signed and stamped jpg/pdf file and Excel file);
  • certificate of transportation costs (depending on the terms of delivery);
  • price list (commercial offer from the supplier);
  • SWIFT (if there is an advance payment for the goods) - a document confirming payment for the goods;
  • previous customs clearances if you have imported such goods before;
  • a customs brokerage agreement;
  • CMR;
  • export declaration of the country of departure to confirm the legality of exporting goods from the exporting country.

It is important to collect and correctly fill out all documents to avoid possible delays and additional costs in the future.

Features of customs clearance for import

Send all prepared documents to a customs broker for verification and approval. After approval, the broker will submit the customs declaration to the customs. Make sure that all the data in the declaration is correct.

The customs service may request additional documents or conduct an inspection of the cargo. Be prepared to provide all the necessary information. In addition, the broker will provide you with a calculation of customs payments. Pay all specified amounts on time to avoid delays in customs clearance. Don't forget to pay the transportation costs for the delivery of the goods.

To make the customs clearance process as simple and straightforward as possible, we recommend that you seek professional assistance from DiFreight. We have all the necessary knowledge and experience to ensure efficient customs clearance of your goods for export and import.

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