Importer Checklists: Your Essential Guide to Smooth, Compliant UK Imports

Why Importer Checklists Matter

Importing goods into the UK involves multiple moving parts — customs rules, documentation, port procedures, duty calculations, and supplier coordination. A single missing detail can cause delays, extra charges, or even customs intervention. Our Importer Checklists give you a clear, step‑by‑step framework to prepare every shipment correctly, reduce risk, and keep your supply chain running smoothly.

Whether you’re a first‑time importer or managing high‑volume operations, these checklists help you stay organised, compliant, and confident.

The Complete Importer Checklist

1. Business & Compliance Setup

Before importing, ensure your business is properly registered and authorised:

• UK EORI number
• VAT registration (if applicable)
• Access to CDS (Customs Declaration Service)
• Deferment account or payment method for duty/VAT
• Any required licences or certificates
• Clear understanding of Incoterms and responsibilities

These are the foundations of compliant importing.

2. Product Classification Checklist

Correct classification determines duty, VAT, restrictions, and origin eligibility.

• Identify the correct HS/commodity code
• Confirm duty and VAT rates
• Check for import controls or licensing
• Review rules of origin
• Confirm if preferential duty applies
• Ensure product descriptions match the tariff

Misclassification is one of the most common causes of customs delays.

3. Supplier Documentation Checklist

Accurate supplier documents are essential for smooth clearance.

• Commercial invoice
• Packing list
• Bill of lading / airway bill
• Certificates of origin (if claiming preference)
• Product specifications
• Safety or compliance certificates (if required)
• Any licences or permits

Ensure all details match — quantities, values, weights, and descriptions.

4. Customs Declaration Checklist

Before submitting an import declaration, verify:

• Correct HS code
• Accurate customs value
• Incoterms match the invoice
• Correct origin declared
• Duty reliefs applied (if eligible)
• Correct procedure codes (IP, OP, RGR, TA, warehousing)
• Accurate weights, quantities, and descriptions
• MRN and references match transport documents

A well‑prepared declaration avoids queries and delays.

5. Port & Transport Requirements

Each port and carrier has its own processes. Check:

• Arrival notices
• Terminal handling charges
• Port references (e.g., container numbers, VBS bookings)
• Haulier instructions
• T1 or transit requirements
• Storage deadlines to avoid quay rent or demurrage

Good coordination prevents costly delays.

6. Duty & VAT Checklist

Before goods arrive, confirm:

• Duty rate based on HS code
• VAT rate
• Preferential origin eligibility
• Whether you’re using postponed VAT accounting
• Whether a deferment account is needed
• Any applicable duty relief schemes

Correct planning helps manage cash flow and avoid overpayments.

7. Post‑Clearance Checklist

After goods are released, ensure:

• All documents are stored for audit
• Duty/VAT payments are correct
• Any amendments are submitted promptly
• Records meet HMRC retention rules
• Preferential origin evidence is kept
• Duty relief conditions are met (e.g., re‑export deadlines)

Good record‑keeping protects your business during audits.

Common Importing Mistakes to Avoid

Many importers run into issues because of:

• Incorrect HS codes
• Missing or inaccurate invoices
• Misunderstood Incoterms
• Incorrect origin declarations
• Missing licences or certificates
• Poor communication with suppliers
• Not preparing for port‑specific requirements
• Failing to meet duty relief conditions

A structured checklist helps prevent these costly errors.

How Our Importer Checklists Support Your Business

Using our checklists ensures:

• Faster customs clearance
• Fewer delays and queries
• Lower risk of penalties
• Accurate duty and VAT payments
• Better communication with suppliers and hauliers
• Stronger compliance and audit readiness

They’re practical, easy to follow, and suitable for businesses of all sizes.

Explore More in Our Knowledge Hub

Our knowledge Hub also includes:

• HS Code Guides
• Duty Relief Guides
• Port Guides
• Customs Glossary
• Step‑by‑step import and export tutorials

If you need help preparing for your next import, our customs specialists are ready to support you.

Get in touch for expert customs advice and importer guidance.