When shipping international air cargo, a common question arises: who handles customs clearance – the shipper, consignee, or the freight forwarder? The answer depends on several factors.

Full-Service Handling by the Freight Forwarder

Many air freight forwarders offer complete customs clearance as a service. In this case, the forwarder takes care of all customs formalities on your behalf. The forwarder prepares the customs declaration, submits all required documents, and ensures proper customs clearance of your goods.

This service typically includes:

• Preparation and submission of customs declarations
• Calculation and payment of duties and taxes
• Communication with customs authorities
• Handling any queries or inspections that may arise

Self-Clearance by Your Company

You also have the option to handle customs clearance yourself. This is particularly attractive for companies that have their own customs experts or want to save costs on external service providers.

If you regularly import similar goods, self-clearance becomes easier over time. You develop a routine and can handle customs clearance more efficiently on your own.

With self-clearance, you are responsible for the following steps:

• Preparing all customs documentation
• Scheduling customs clearance appointments
• Personal attendance or appointing a customs representative
• Payment of applicable duties and fees

Hybrid Customs Clearance Approaches

In practice, hybrid approaches have also become established. Consider, for example, a scenario where you want to prepare the customs declaration yourself but leave the physical clearance at the airport to the freight forwarder. Such flexible solutions allow you to optimize costs while still benefiting from the forwarder’s expertise.

Important Considerations for Third-Country Clearance

One point not to overlook is that customs clearance may be required not only at the destination border but also in the country from which you’re importing or to which you’re exporting. Neither you nor your air freight forwarder may have a presence there.

In such cases, clearance is often handled by local partners or customs agents on-site. Clarify in advance who will handle customs duties in third countries.

Customs Clearance Costs: What to Watch For

Engaging a freight forwarder for customs clearance incurs additional costs. These typically consist of:

• Processing fees
• Advance charges for duties and taxes
• Surcharges for waiting times (e.g., during customs inspections)

Example: When importing machinery valued at $120,000, customs clearance costs can range from $180 to $600, depending on complexity.

Ensure that all costs are transparently and comprehensibly itemized. Reputable forwarders document the actual amounts paid and list all charges separately.

Requirements and Powers of Attorney

For a freight forwarder to handle customs clearance on your behalf, they need appropriate authorization. This authorization typically occurs through a customs power of attorney or electronic authorization in the customs administration system.

When working with a new forwarder for the first time, you must clarify in advance which documents and customs powers of attorney are required for smooth processing.

Special Considerations for Different Types of Goods

Depending on the type of goods you’re shipping, special customs requirements may apply. Consider importing food products, chemicals, or medical devices: these often require additional permits, certificates, or inspections.

The situation becomes particularly critical with goods subject to embargo restrictions or special controls.

An experienced air freight forwarder understands these special requirements and can advise you accordingly.

Time Factors and Planning Security

Customs clearance significantly impacts your shipment’s delivery time. While standard clearance often occurs within a few hours, inspections or queries can cause delays of several days.

Therefore, good preparation truly saves time and money.

Practical Recommendations

The decision whether to leave customs clearance to the forwarder or handle it yourself depends on various factors: your expertise, the complexity of goods, frequency of shipments, and cost considerations.

For companies that import only occasionally or handle complex goods, engaging the forwarder is usually the most practical solution. Experienced importers with their own customs department can often handle clearance more efficiently themselves.

Regardless of your decision, you should inform yourself in advance about procedures, costs, and responsibilities. When placing orders, it should be clearly communicated who handles which part of customs clearance.

Transparent communication with your freight forwarder creates clarity and avoids later misunderstandings.