Customs declarations coordination
We coordinate customs and trade declarations with licensed customs brokers at origin and destination. We pass them the documents they need and keep the declaration in step with the shipment. We are not a customs broker, and the broker makes the declaration.
What it is
A customs declaration tells the authorities what is crossing a border, what it is worth and where it came from. It is filed by, or through, a customs broker who is licensed or registered where the declaration is made. The declaration sets duty and tax where they apply, and checks whether the goods need a permit.
Ayer Shipping coordinates the work. We collect the invoice, packing list and transport document, pass the details to the broker, answer the broker's questions with you, and check the declaration against the cargo. For more on Hong Kong trade declarations, see the guide.
When to use it
- Cargo crosses a border and needs an export or import declaration.
- You have no in-house customs desk.
- Goods need a permit, licence or certificate to move.
- A shipment is held and customs has asked a question.
- Several shipments each need their own declaration.
What we handle
- Collecting the documents the broker needs
- Passing the harmonised system (HS) code, value and origin details
- Coordination with the licensed customs broker
- Follow-up on queries from customs
- Keeping the declaration consistent with the bill of lading or air waybill
- Checking that the description, quantity and value match the invoice
How it runs
- Quote: you send the cargo details, documents and HS code if you have it. We say what the coordination covers.
- Documents: we collect and check the invoice, packing list and transport document against each other.
- Broker: we pass the details to the licensed broker, who prepares and submits the declaration.
- Queries: if customs asks for more, we pass the question to you and the answer back.
- Release: when customs releases the cargo, the broker confirms and we tell you by email.
- Records: you receive the declaration documents that the broker issues, for your files.
What to send us for a quote
| Detail | Why we ask |
|---|---|
| Cargo description | Customs needs a plain and exact description. |
| HS code, if known | Sets duty, controls and the declaration lines. |
| Value and currency | The declared value must match the invoice. |
| Quantity and units | Declarations list quantities by line. |
| Origin and destination countries | Origin affects duty, controls and certificates. |
| Invoice and packing list | The broker declares from these. |
| Permits or licences held | Some goods cannot clear without them. |
Good to know
- The HS code is a standard number that classifies goods. The first six digits are shared worldwide. Countries add more digits for their own tariffs.
- In Hong Kong, import and export declarations are generally due within 14 days of the goods arriving or leaving.
- Values, weights and descriptions must agree across the invoice, packing list and transport document. A mismatch is a common cause of queries.
- Some goods need a permit or a licence in advance. Strategic goods and some foods are examples. Ask us early.
Questions
Do you file the declaration yourselves?
No. A licensed customs broker files it. We coordinate the documents and the follow-up.
What if I do not know the HS code?
Send the product description and photos. The broker can advise on classification. The final code stays your responsibility as the declarant.