How can exporters avoid common mistakes and move goods through customs efficiently? Karolina Bilska, trade adviser at DACHSER Polska, outlines the most common misconceptions she encounters and the practical solutions that can be applied based on the experience of an international logistics provider.
Customs clearance is unpredictable and always takes days
One of the most persistent misconceptions is that customs clearance inevitably leads to lengthy stoppages and uncertain delays. In practice, a well-organised process can move quickly.
The key is to review the paperwork in advance, particularly the commercial invoice and any documents required for the specific goods and destination country. When the full set of documents has been checked before the shipment reaches the warehouse, clearance itself can sometimes be completed within a single day.
Customs formalities come at the end of the transport process
Many exporters only start considering customs requirements when the goods are ready to leave. This is a common source of delays.
Modern logistics planning combines customs preparation with transport arrangements from the outset. On some routes, pre-declarations can be submitted before the shipment reaches the border, helping the clearance process run more quickly.
Customs paperwork always means piles of paper
Digitalisation has significantly changed the way customs formalities are handled. In many cases, documents can be submitted electronically when the transport order is placed, while originals are needed only in specific circumstances.
Granting power of attorney to a customs agent has also become easier. With an electronic signature, the entire process can be completed remotely. Once the authorisation has been issued correctly, registering it in PUESC through the Central Registration service can take up to several hours during the relevant department’s working hours.
Digital processes do not eliminate the risks associated with poor-quality data. Even minor inconsistencies in customs declarations, transport documents or commercial invoices can lead to corrections, additional inspections or delays in releasing the goods into the relevant customs procedure.
Cybersecurity and the integration of company systems with customs administration platforms are also becoming increasingly important. Businesses investing in automation must protect their data and ensure that their systems remain available, as outages or integration errors can directly affect delivery deadlines.
There is no need to work with a customs specialist
Customs regulations change regularly. For most businesses, keeping track of every legislative update is difficult, particularly when exporting is not their core activity.
That is why more companies are turning to experienced customs agents. These specialists prepare declarations, monitor regulatory changes, recommend suitable solutions and represent businesses during inspections carried out by customs authorities.
This support helps reduce the risk of formal errors that could generate additional costs or extend the overall process.
Customs clearance only involves an export declaration
Export shipments to countries outside the European Union often require additional documents confirming the goods’ status or origin.
Depending on the destination, these may include EUR.1 certificates confirming preferential origin, A.TR documents used in trade with Turkey, and T2L or T2LF documents confirming the goods’ Union customs status.
Some product categories also require additional inspections. Food and agricultural products, for example, may need to undergo quality checks carried out by the relevant authorities. Arranging these procedures early can help prevent goods from being held at the border.
Exports outside the EU put financial liquidity at risk
Some businesses may be able to account for import VAT under the procedure set out in Article 33a of the Polish VAT Act. This mechanism allows import VAT to be reported directly in the tax return instead of being paid during customs clearance, subject to the applicable requirements.
Using this option depends on meeting specific conditions. These may include the importer’s VAT status, the intended use of the goods and the submission of required documentation, such as confirmation that there are no outstanding liabilities to ZUS or the tax office. The current requirements should be verified before the procedure is used. For many companies, this option can improve cash flow and provide greater flexibility in managing working capital.
Transport to the United Kingdom is difficult and slow
Brexit has increased the number of formalities, but well-organised processes can still keep transit times competitive.
When export and import declarations are prepared in parallel at the warehouse stage and clearance is handled through an advance pre-declaration, transport to the United Kingdom can take 3–4 working days, in addition to the time required for customs clearance.
A well-established network of customs agents in the destination country can also be valuable. It removes the need to involve additional intermediaries and can make coordination more efficient.
Export rules are broadly the same in every non-EU market
Every country outside the European Union has its own operational requirements. Norway is a good example of a market where digital customs processes are playing an increasingly important role.
The Digitoll system allows import clearance to be prepared before transport begins. This can shorten border processing times, reduce the risk of delays and make the logistics process more predictable.
Switzerland also illustrates the importance of market-specific preparation. Having the right documents ready and staying in close contact with the consignee allows import formalities to be arranged efficiently at the beginning of the shipment process.
A customs checklist for successful exporters
Customs procedures may seem complicated, but most problems can be prevented with the right preparation. The key principles are:
- plan customs clearance alongside transport arrangements,
- verify documents before the shipment moves,
- use electronic document workflows,
- monitor regulatory changes on an ongoing basis,
- work with experienced customs agents,
- identify and prepare the documents required for the specific market,
- make use of available tax simplifications,
- use modern digital systems,
- archive documentation electronically,
- maintain regular contact with the specialists responsible for transport and customs clearance.
Exporting outside the European Union does not have to involve complicated procedures or excessive risk. Logistics operations increasingly combine digital tools, automation and specialist support to help businesses manage customs processes more effectively. Careful preparation, up-to-date regulatory knowledge and cooperation with a customs partner can reduce formalities, shorten delivery times and prevent costly mistakes in international trade.
