Customs Hold in Your Country? Steps to Release Goods Imported from China

I’ve been through customs holds more times than I can count. The good news: most holds are fixable if you respond quickly, clearly, and with the right documents. Here’s my field guide you can copy, adapt, and use today.

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Why Do Customs Hold Imported Goods from China? Common Reasons Explained

• Incorrect or vague paperwork
  Missing HS code¹, wrong product description, inconsistent values or quantities between Invoice, Packing List², and AWB/BL.

• Compliance checks³
  Products that need safety certificates⁴, test reports, licences, or markings (e.g., CE/UKCA in EU/UK; UL/ETL/FCC in US/CA; RoHS/REACH where applicable).

• Valuation doubts
  Declared value looks too low or inconsistent with similar imports → customs requests proof of payment⁵ or price justification.

• Country-specific restrictions
  Items needing permits (batteries, radio devices, medical products, chemicals).

• Random inspection or x-ray flag
  Routine risk control—especially for first-time importers or new suppliers.

• IPR/Brand protection
  Customs suspects trademark or patent⁶ issues (branded goods without authorisation).

Tip: Ask your broker exactly which hold it is (document review, physical exam, laboratory test, valuation query, IPR check). That decides your next move.

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Documents You Need to Prepare for Customs Clearance

Keep a tidy pack ready. I use this checklist:

Commercial & logistics

• Commercial Invoice⁷ (seller, buyer, clear product name, HS code¹, unit price, Incoterms, currency, country of origin)
• Packing List² (net/gross weight, carton count, dimensions)
• Transport document: AWB (air) or BL (sea), plus Arrival Notice
• Freight & insurance invoices (if required for valuation)

Payment & value proof

• Bank TT/Remittance slip, LC, or platform payment receipt
• Purchase Order / Contract matching the invoice

Compliance & product

• Certificates & test reports: e.g., CE/UKCA DoC, RoHS/REACH, UL/ETL/FCC; for batteries: UN38.3, MSDS
• Label artwork (ratings, warnings, importer address, traceability/lot, country of origin)
• Technical sheet / user manual (helps explain what the product is)

Company & permissions

• Importer EORI/Tax ID (EU/UK) or Customs/Importer Number (US/CA/AU)
• Power of Attorney⁸ to your broker (if not already on file)
• Any licence/permit for restricted goods

Nice-to-have (speeds things up)

• Bill of Materials (BOM)⁹ summary for complex items
• IP authorisation letter if products carry third-party brands

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Step-by-Step Guide to Releasing Goods from Customs Hold

Step 1 — Identify the hold type & deadline
Get the broker’s hold notice. Confirm: document review, inspection, valuation, IPR, safety, or random exam. Note the response deadline.

Step 2 — Assemble a clean document pack (one PDF if possible)
Include invoice, packing list, AWB/BL, permits/certificates, payment proof, label artwork, and a short cover note (see template below).

Step 3 — Fix descriptions & HS code¹s
Use clear product names (e.g., “AC power strip with surge protection, 230 V, 10 A, 6 outlets, EU plug”) not “accessories”. Align HS code¹ across all docs.

Step 4 — Address compliance
Attach DoC, test reports, and label images. If your product has radio/Wi-Fi, include FCC/RED evidence where applicable. Point to the exact model numbers.

Step 5 — Support the value
Provide bank payment proof, PO, and price rationale (e.g., “introductory order with low MOQ”). If requested, accept additional duty/tax assessment to move the cargo.

Step 6 — Submit via broker & keep a response log
Ask the broker to confirm submission time and case number. Record every message and file name.

Step 7 — Prepare for physical inspection
If selected, coordinate with the warehouse. Ensure someone can open cartons safely and re-pack. Bring a checklist & camera for condition evidence.

Step 8 — Clear, pay, and release
Once approved, settle duties, VAT/GST, exam fees, and storage (if any). Get the release note and delivery order¹⁰. Arrange last-mile delivery.

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Short Cover Note Template (copy/paste)

Subject: Response to Customs Hold – [HBL/MBL or AWB No.] – [Importer Name]
Dear Officer,
We are responding to the hold on shipment [BL/AWB no.]. Please find attached:
1) Commercial Invoice⁷ & Packing List² (aligned with HS code¹ [xxxx.xx]),
2) Transport documents (BL/AWB, Arrival Notice),
3) Proof of payment (bank remittance & PO),
4) Compliance documents (e.g., CE/UKCA DoC, RoHS, test reports; label artwork),
5) Product description sheet (technical summary).
The goods are [clear product description] intended for [market/country]. All labels match regulations. We appreciate your review and will promptly provide any further information.
Kind regards,
[Name | Company | Phone | Email]

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How to Prevent Future Customs Delays When Importing from China

1) Get the paperwork right—every time

• Standardise Invoice & Packing List² templates; lock HS code¹s per SKU.
• Use clear, consistent descriptions (model, rating, material, purpose).
• Align Incoterms and values across invoice, BL/AWB, and insurance.

2) Build compliance into the product

• For electricals (e.g., power strips): plan CE/UKCA, UL/ETL, RoHS/REACH, FCC/RED (if smart) before production.
• Keep a DoC folder with model photos, labels, manuals, test reports, and factory addresses.

3) Pre-alert your broker

• Send a pre-alert pack¹¹ (invoice, PL, HS code¹, certificates) before vessel arrival.
• Ask the broker to pre-screen for likely flags (batteries, radios, cosmetics, food-contact parts).

4) Use traceable labels & packaging

• Include country of origin, importer’s contact, ratings/warnings, and a scannable model/lot code.
• Ensure labels in the local language where required.

5) Plan for valuation questions

• Keep POs, quotes, payment slips ready.
• If you offer promo pricing/low MOQ, write a one-page note to explain it.

6) Work with reliable suppliers

• Prefer factories with recent test reports and experience in your target markets.
• Audit packaging accuracy (barcodes, model codes, language).

7) Time buffers & insurance

• Add 7–10 days buffer for first shipments.
• Consider cargo insurance¹² that covers storage and inspection delays.

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One-Page Pre-Shipment Checklist (print this)

• [ ] Invoice & Packing List² (SKU, HS code¹, Incoterms, origin, values)
• [ ] AWB/BL draft checked (shipper/consignee, marks & numbers)
• [ ] Compliance pack (DoC, test reports, CE/UKCA/UL/ETL, RoHS/REACH, FCC/RED if needed)
• [ ] Label artwork (ratings, warnings, importer address, origin, serial/QR)
• [ ] Proof of payment / PO ready
• [ ] Broker pre-alerted with documents
• [ ] Special permits (battery/chemicals/radio) confirmed
• [ ] Timeline buffer & insurance confirmed

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Conclusion

A customs hold isn’t a disaster—it’s a document and compliance puzzle. Respond fast, show clean paperwork, and speak customs’ language: clear product description, correct HS code¹, consistent value, and ready certificates. Do this once, save the templates, and every shipment after gets easier, faster, and a lot less stressful.

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