US Customs Clearance Documents: The 5 Things a Seller Must Prepare
A missing EIN or an inconsistent declared value can hold a shipment for a week. The five-document checklist that keeps US clearance boring — in the good way.
The Five Documents
- Commercial invoice — goods description, quantity, unit value, total declared value. Keep it consistent with your store order; customs screens for mismatch.
- Packing list — carton count, per-carton weight and dimensions. The first thing any inspector compares against the physical freight.
- Consignee information — full name or company, address, phone. For company addresses, an EIN avoids the "no importer number" stall.
- Transport documents — the air waybill our line issues after departure; nothing for you to prepare, just keep the number.
- Category documents when applicable — UN38.3 for batteries, FDA registration for certain food-contact or medical items, brand authorization for branded goods.
Where Shipments Actually Stall
- Declared value far from market price — raises inspection probability more than anything else.
- Vague goods names — "accessories" or "parts" invite inspection; "silicone phone cases, 500 pcs" does not.
- Unreachable consignee phone — clearance agents call when something needs confirming; a dead number turns hours into days.
Honest Declaration Is Also a Financial Decision
Compensation is computed on declared value — under-declaring lowers your own coverage ceiling while raising inspection risk. Declare the real transaction price and control cost through the right channel (DDP where eligible).
Keep this list pinned before your next shipment; it is also reproduced in our FAQ.
Did not find your answer here?
Send goods name, weight and destination — your advisor quotes against your actual cargo, more precise than any article.