International business offers plenty of opportunities, but without a correct customs declaration, you won’t get far. Customs strictly checks, and errors quickly lead to delays, extra costs, or even fines. Yet we notice that many companies still struggle with what exactly is needed for a flawless declaration.
In this blog, we explain step by step which documents, data, and systems you need to make your customs declarations run smoothly. And we show how Van der Helm helps you make that process faster, safer, and more efficient.
Why a Flawless Declaration is so Important
A correct customs declaration is essential for the release of goods during import or export. Customs checks for correct classification, value, origin, VAT, and import duties. Any incompleteness or error can lead to delays, additional inspections, or administrative costs.
Precisely because the process is complex, more and more companies are choosing to outsource their customs matters to a specialized party. At Van der Helm, we ensure that you always comply with applicable laws and regulations, without hassle or surprises.
This is the Minimum You Need for a Correct Customs Declaration
Good preparation starts with gathering the right information. For each declaration, you typically need the following:
• A commercial invoice
• A packing list
• The correct HS code (customs tariff code) of the product
• Information about the origin of the goods
• Transport documents such as a bill of lading or airway bill
• Possibly a certificate of origin or import permit
• Your company’s EORI number
• A correct description of goods and value determination
Depending on the destination and type of goods, additional documents may be required. Think of phytosanitary certificates, CE declarations of conformity, or dual-use permits. We assess what is needed for each shipment, so you won’t face any surprises.
Common Mistakes in Customs Declarations
Errors often occur due to lack of knowledge or incomplete information. The most common pitfalls are:
- Using the wrong HS code, resulting in paying too much or too little import duties
- Incorrect value determination or invoice without incoterm
- Incorrect country code of origin
- Missing permits or certificates
- Unclear description of the product
At Van der Helm, we check every declaration in advance. This reduces the risk of fines or delays and ensures that you are compliant.
How Van Der Helm Helps Optimize your Customs Declaration
We not only take the work off your hands but also improve your customs process. With our digital systems and real-time portals, you always have insight into status, documentation, and deadlines. You know exactly what is still missing and where you stand.
Our customs specialists actively guide you, advise on fiscal benefits, and think along about the smartest classification of your goods. For international companies, we also offer fiscal representation, allowing you to import into the Netherlands without VAT payment.
We provide:
• Full guidance for import and export
• Digital processing of your customs documents
• Real-time insight via our customer portal
• Error checking before submission
• Support with product classification and permits
• Fiscal representation for import
Certainty at the Border Starts with Good Preparation
Want to get your goods across the border without delay? Then a correct customs declaration is essential. Van der Helm helps you with this, using smart systems, personal guidance, and in-depth customs expertise. Read more about our customs services at: Customs handling.