The customs declaration is the heart of the clearance process. Every figure registered wrongly in it can hold up the consignment from one day to several weeks and impose heavy costs on you. In this article you will learn to fill the declaration step by step and without mistakes.
Why is the declaration so important?
The declaration is the document that the exporter or importer completes for the customs and is the basis for calculating the duties, the physical inspection and finally the release of the goods. In practice, everything — from the customs value to the tariff code and the permits — comes together in this single document. If you are not yet familiar with the types of the declarations, first read the article the difference between the import and export declaration at Urmia customs.
Before you start: prepare the documents
Filling the declaration without the complete documents is like writing without information. Before entering the system, have these items:
- A valid business card (trade license) and the economic code (the complete guide is in obtaining the business card)
- The final invoice and packing list
- The exact tariff code (HS Code) of the goods
- The health and standard permits if required
Complete checklist: see the list of all the documents in the documents needed for export from the Urmia border.
The key fields of the declaration
Every system has a different form, but these fields are vital in all declarations:
- The declarant information: the name, the economic code and the business card.
- The tariff code (HS Code): the most important field; the duty rates and the permits depend on it. If you need a review, see what is an HS Code.
- The value of the goods: based on the CIF value, that is the price of the goods plus the insurance and the freight.
- The weight and the packing: according to the packing list; the smallest mismatch is a stoppage at the inspection.
- The currency and the delivery conditions (Incoterms): must be in line with the invoice and the contract.
The steps of the registration in the Iranian customs system
- Step one — entering the system: enter the customs declaration system with the business card and the relevant password.
- Step two — completing the declaration: enter the goods, the value, the weight and the documents accurately.
- Step three — the advance payment: pay the initial duties so that the file enters the assessment flow.
- Step four — assessment and inspection: the customs expert examines the declaration and carries out the inspection if needed.
- Step five — the clearance: after the final confirmation, the goods are released and the permission for the exit or the entry is issued.
Important note: register the exit declaration at least 48 hours before the truck reaches the border. The late registration is the most common reason for the hold-up of the consignments at the Urmia border.
The most common mistakes in filling the declaration
- A wrong value: declaring a value lower than the invoice or a mismatch with the CIF value brings both a penalty and a detailed expert review of the consignment.
- A wrong tariff code: choosing a close code instead of the exact one is the most common error.
- A mismatch between the invoice and the packing list: the number or the weight of the packs does not match the documents.
- Forgetting the permits: the goods require a standard or health permit, but no permit is attached to the declaration.
- A mismatch of the currency and the delivery conditions: the announced exchange rate or Incoterms is not the same as the invoice.
How much does a mistake in the declaration cost?
Every day of stoppage means a warehousing and storage cost and sometimes a truck demurrage. If your declaration is referred to an inspection because of an error, these very hidden costs quickly exceed the profit of the consignment. To become familiar with these costs, read the hidden costs of clearing the goods.
FAQ
Should I register the declaration myself or use a clearing agent?
If your volume is small and you have simple goods, you can do it yourself; but for special and high-volume goods, a customs expert strongly reduces the human error.
What do I do if an error is found in the declaration?
Depending on the stage, there is a possibility of correction. The best thing is to announce the mismatch to the customs expert before the referral to the inspection so that the file does not become sensitive.
Can the declaration be registered before the goods reach the border?
Yes, and this is our recommendation. The early registration reduces the clearance time from several days to several hours.
Summary
The customs declaration is not a simple form; it is the financial and legal basis of the clearance. By preparing the documents, choosing the exact tariff code and registering in time, you solve most of the common problems before reaching the border. The Vira Farabar Logistics experts are ready to register and to control the declaration of your consignments before the movement of the truck.
