What to Do If Your International Express Shipment Gets Detained
It’s a moment no one wants to experience: you’re tracking your international express package, and suddenly, the status changes to “held by customs,” “detained,” or “customs clearance issue.” For many, this triggers immediate panic. But take a deep breath – while frustrating, customs detention is a relatively common occurrence in international shipping, and in most cases, it can be resolved by following the correct procedures.
This guide will walk you through the essential steps to take if your international express shipment gets detained, helping you understand the common reasons for holds and how to effectively respond.
Step 1: Understand Why Your Package is Detained
The first and most crucial step is to ascertain the exact reason for the detention. Your customs department or express courier will typically provide an explanation. Don’t hesitate to reach out to your chosen carrier (e.g., DHL, FedEx, UPS) as they often act as the primary point of contact and can provide specific details from customs.
Generally, customs detentions fall into three main categories:
Category 1: Product-Related Issues
Certain products are inherently “sensitive” or restricted, making them more susceptible to detention. These restrictions aren’t random; they’re based on national and international regulations concerning safety, security, health, and intellectual property.
Common Product Issues:
- Sensitive Goods: Items like powders, liquids, food, cosmetics, chemicals, or medicines often face stricter scrutiny. Each country has varying policies on these items, and some may require special permits, health certificates, or simply be prohibited.
- Counterfeits/Prohibited Items: Goods infringing on intellectual property (fake luxury brands) or outright prohibited items (e.g., weapons, narcotics, certain agricultural products) will be seized and potentially lead to legal consequences.
- Batteries: Lithium-ion batteries, especially loose ones or those exceeding specific Watt-hour (Wh) limits, are highly restricted by aviation safety regulations.
What to Do:
- Review Regulations: If your product falls into a sensitive category, understand the specific import regulations of the destination country (e.g., an EU member state, the US, or Canada).
- Provide Documentation: Be prepared to provide any required certificates (e.g., health certificates for food, MSDS for chemicals, CE certifications for electronics in the EU).
- Honesty is Key: If the item is truly prohibited, it’s unlikely to be released. For restricted but permissible items, proving compliance is essential.
- Future Prevention: For future shipments, ensure you select shipping channels specifically designed for sensitive goods or work with freight forwarders experienced in handling such items, as they can greatly reduce the risk of detention.
Category 2: Declaration Information Issues
Customs relies heavily on the accuracy of your declaration to assess risk and clear your goods. Errors or discrepancies here are a common cause of detention.
Common Declaration Issues:
- Incorrect Declared Value: The declared value on your commercial invoice doesn’t match the actual value of the goods, or customs suspects undervaluing to avoid duties.
- Inaccurate Item Description: The declared item name is vague, generic, or doesn’t precisely match the actual contents of the package. For example, declaring “Electronics” instead of “Smartphone Chargers.”
- Missing or Incorrect HS Codes: The Harmonized System (HS) code used for classification is missing or incorrect, making it impossible for customs to correctly apply tariffs and regulations.
- Missing or Incorrect EORI/Tax ID: For shipments to the EU, a valid EORI (Economic Operators Registration and Identification) number for the consignee (importer) is usually mandatory. Similar tax IDs are needed in other regions.
What to Do:
- Provide Amendments/Corrections: For value discrepancies, you’ll likely need to submit a revised commercial invoice with the correct value. The recipient will then be expected to pay any additional duties.
- Supplement Information: If the item description or HS code is unclear, you’ll need to provide more specific details or the correct code. Be prepared to back this up with product specifications or website links.
- Act Quickly: Respond to requests for information promptly. Delays in providing requested documentation can lead to the package being returned to the sender or even destroyed at your expense.
Category 3: Tariff Issues
This is often the most straightforward reason for detention and usually indicates that your package’s value has exceeded the destination country’s de minimis (duty-free) threshold.
Common Tariff Issues:
- Value Exceeds Threshold: The declared value of your goods (including freight and insurance in some cases) surpasses the amount below which no duties or taxes are charged.
- VAT/GST/Sales Tax Due: Beyond import duties, the destination country’s Value Added Tax (VAT – for EU), Goods and Services Tax (GST – for Canada), or sales tax (for US states) may be due.
What to Do:
- Recipient Contact Customs: The recipient typically needs to actively contact the local customs authority or the express courier’s customs department to arrange payment of the assessed duties and taxes.
- Pay Promptly: Once payment is made, customs will usually release the package without significant further delay.
- Documentation for Release: In some cases, even after paying, you might need to submit proof of payment or confirm import details.
General Action Plan & Prevention Tips
Regardless of the reason for detention, here’s a general approach:
- Don’t Panic, Stay Calm: Most detentions are resolvable.
- Contact Your Express Courier Immediately: They are your primary point of contact and can access customs information, advise on procedures, and help you submit necessary documents. Provide your tracking number and details.
- Respond Promptly: Customs requests for information are time-sensitive. Delays can lead to storage fees, return, or destruction of your goods.
- Keep Records: Maintain copies of all shipping documents (commercial invoice, packing list, tracking numbers) and any correspondence with the courier or customs.
Prevention is Always Better:
- Know Your Product: Understand every detail of what you’re shipping – its composition, origin, and intended use.
- Accurate Declarations: Always declare the true value and provide precise, non-generic descriptions. Use the correct HS codes.
- Verify Recipient Information: Ensure the consignee’s full address, phone number, and any required tax IDs (like EORI for EU) are correct and complete.
- Research Destination Regulations: Before shipping, check the import rules for your specific items in the destination country (e.g., country-specific customs websites for the US, Canada, or individual EU nations).
- Consider Insurance: While insurance doesn’t prevent detention, it protects your financial loss if the package is ultimately lost or destroyed due to a customs issue.
- Choose the Right Service/Forwarder: For sensitive or high-value goods, work with express couriers or freight forwarders who have established “special channels” and expertise in handling complex international shipments.
Customs detention can be a frustrating hurdle, but with a calm approach, clear communication, and proactive compliance, you can effectively resolve most issues and get your international express package moving again.
