Import customs from China is the step where your goods are declared and cleared in your own country, and it is also the step where small paperwork mistakes can cause delays and extra costs. Customs rules are set by each importing country, so there is no single procedure that applies everywhere. What is common, however, is the set of documents that customs authorities usually expect, and the importance of describing and classifying the goods correctly. This article explains those documents in general terms and how to prepare them while the goods are still in China.
Customs requirements differ by country. For details, contact our team in China.
How import customs works in general
When goods arrive in your country, they are presented to customs together with a declaration. The declaration describes the goods, their value, their origin and their classification. Based on this, customs determines which duties, taxes and rules apply, and whether any permits, certificates or inspections are required.
The declaration is usually filed by the importer or by a customs broker acting for the importer. The broker relies on the documents you and your supplier provide, which is why the quality of those documents matters so much.
Core documents: commercial invoice and packing list
Two documents form the basis of almost every import declaration. They are prepared by the seller, but the buyer should check them before the goods ship.
The commercial invoice
The commercial invoice is the core document for customs. It is issued by the seller and shows the transaction between seller and buyer. It typically includes:
- seller and buyer names and addresses;
- invoice number and date;
- a clear description of each product, not just a model number;
- quantity, unit price and total value for each item;
- currency;
- the Incoterm agreed for the sale;
- country of origin of the goods.
Descriptions should be specific enough for someone who has never seen the product to understand what it is and what it is made of. Vague descriptions such as “accessories” or “samples” often lead to questions.
The invoice value must reflect the real transaction. Under-declaring the value is illegal in most countries and can lead to penalties, seizure of goods and problems for future shipments. We do not help with incorrect declarations.
The packing list
The packing list describes how the goods are packed. It usually shows:
- the number of cartons or packages;
- the contents of each carton;
- net and gross weight;
- carton dimensions or total volume;
- carton marks and numbers.
The packing list must match both the commercial invoice and the physical shipment. When goods come from several suppliers and are consolidated, a combined packing list needs to be prepared carefully so that every item on the invoice can be found in the cartons.
The certificate of origin
A certificate of origin confirms the country where the goods were produced. It may be required for certain products or destinations, and it can be important when a trade agreement between China and your country gives preferential treatment to goods of Chinese origin.
There are different types of certificates of origin, including general ones and preferential ones issued under specific trade agreements. In China, certificates are issued by authorised bodies. Whether you need one, and which type, depends on your country and the product, so check this with your customs broker before the goods ship, because it is much easier to arrange in China than after arrival.
The HS code and why classification matters
The Harmonized System (HS) is an international nomenclature for classifying traded goods, maintained by the World Customs Organization. Countries use HS codes as the basis for their own tariff codes, often adding more digits for detail.
The HS code matters because it determines:
- the duty rate and taxes that apply;
- whether the product needs licences, certificates or special labelling;
- whether there are restrictions or additional controls.
Classification depends on what the product is, what it is made of and what it is used for. Two products that look similar can fall under different codes. The supplier’s export code is a useful reference, but the final classification at import is the importer’s responsibility in your country, so confirm it with a customs broker or the customs authority. Many customs authorities also offer binding classification rulings for importers who need certainty.
Other documents you may need
Depending on the product and destination, customs may also require:
- Transport document: bill of lading for sea, air waybill for air, or the relevant document for rail and road.
- Product certificates or test reports: for example for electrical goods, toys, cosmetics or products in contact with food.
- Import licences or permits: for regulated goods.
- Labelling and marking compliance: some countries require specific labels, languages or marks on the product or packaging.
- Insurance certificate: when insurance is part of the sale terms.
| Document | Usually issued by | Main purpose |
|---|---|---|
| Commercial invoice | Seller | Describes goods, value and transaction |
| Packing list | Seller | Describes packages, weights and contents |
| Certificate of origin | Authorised body in China | Confirms where goods were produced |
| Transport document | Carrier or forwarder | Proof of shipment and contract of carriage |
| Certificates / test reports | Testing bodies, manufacturer | Show compliance with product rules |
How to prepare before goods leave China
Most customs problems can be avoided by preparing early:
- Check import requirements for your product with a customs broker in your country before you place the order.
- Agree on document requirements with the supplier, including product descriptions, origin and any certificates.
- Make sure invoice, packing list and goods match, especially for consolidated shipments.
- Check labels and marks on products and cartons before shipment.
- Clarify the Incoterm, because it defines who handles export and import formalities. Our article on Incoterms explained covers this.
- Keep copies of everything, including samples, photos and test reports.
A pre-shipment check is a good moment to confirm that the goods, labels and cartons match the documents; see our article on pre-shipment inspection in China.
How TOPDANBAZ helps
Our team in Yiwu offers customs support on the China side: helping suppliers prepare accurate commercial invoices and packing lists, collecting certificates and test reports, and checking that documents match the goods. We work with freight forwarders through logistics coordination. Import clearance itself is done in your country under your country’s rules, and we cannot promise how customs will treat a particular shipment. For transport options, see our guide to shipping from China.
FAQ
Who is responsible for import customs?
Usually the importer, often working through a customs broker. Under DDP terms the seller takes on import formalities, but you should still understand what is being declared.
Can the supplier give me the HS code?
The supplier can give the export code used in China, which is a useful reference. The import classification should be confirmed in your country.
Do I always need a certificate of origin?
No. It depends on the product, your country and whether you want to use a trade agreement. Check before the goods ship.
Can I clear customs without a broker?
In some countries importers can file declarations themselves. The rules vary, so check with your customs authority.
If you are preparing an order and want the documents in China checked, send us a product request and our team will come back to you.
