The transport of machinery by sea involves a whole host of formalities, which must be organized down to the last detail. We know from experience that correctly prepared customs documentation is the basis for an efficient and smooth shipping process. We know what to pay special attention to during customs clearance when importing and exporting machinery, which allows us to help our customers efficiently go through each stage of the process, regardless of whether it involves the import or export of bulky goods.
Transport of machinery by sea and customs documentation
Incorrectly prepared or missing documents are one of the most common reasons for cargo being held up at the port, sometimes for many days. Downtime means extra storage costs and delivery delays. Sometimes, the lack of just one attachment results in a thorough customs inspection, which in turn reveals further errors or omissions in the paperwork. Officials very often refer shipments for thorough inspection when the documentation is incomplete, contains errors, or when there is a suspicion of undervaluation of the goods. The entire inspection procedure prolongs the delivery time of the machines to their destination and significantly increases transport costs. Carefully prepared customs documentation is an absolute must in maritime transport logistics.
We attach great importance to the meticulous verification of documents even before the cargo is declared for clearance. As part of our comprehensive service, we prepare a complete set of required customs documents. Thanks to their many years of experience and knowledge of regulations, our experienced freight forwarders know exactly what to look for to ensure that clearance is quick and efficient. Taking care of the formalities guarantees that the ship will sail without any obstacles and that the machines will reach the customer according to the agreed schedule.
Import of machines by sea. What documents are required for customs clearance?
Importing machinery from outside the European Union requires a wide range of documents to be collected by customs authorities. It is best to start preparing them in advance so that when the cargo arrives at the port, you have all the necessary documentation ready to present. The most important documents for import customs clearance include:
Commercial invoice
A document confirming the purchase of the machine. It should include the seller’s and buyer’s details, a detailed description of the machine (e.g., type, model, serial number), its value, the currency of the transaction, and the agreed delivery terms (e.g., Incoterms). It is also a good idea to provide a description of the goods in the language of the destination country to facilitate the work of customs officials.
Cargo specification (packing list)
A list of items in the shipment supplementing the invoice. In the case of a machine, this will be, for example, a list of its components, accessories, or spare parts shipped together. The packing list also specifies the dimensions and weight of each part.
Bill of lading
A bill of lading is a maritime consignment note issued by the shipowner. It confirms the acceptance of the cargo onto the ship. It contains information about the sender, recipient, quantity and type of cargo, and the port of loading and unloading.
Certificate of origin of goods
A document confirming the country of manufacture of the machine, required primarily to take advantage of preferential customs rates resulting from free trade agreements or when required by the importer’s law. For example, the EUR.1 form or other certificate of origin will help to obtain a basis for reducing customs duties in accordance with a trade agreement.
Additional certificates and permits
Depending on the type of machine, customs authorities may require additional documents. For electronic devices or motor vehicles, a CE certificate of conformity is often required. If you are importing used machines, especially agricultural ones, it is worth obtaining a phytosanitary certificate confirming that the machine is free of organic contamination (particularly important from a sanitary point of view). Failure to provide such a certificate may result in the device being detained for disinfection.
Customs agency authorization
This is a document in which the importer grants power of attorney to a customs agency (e.g., our company) to represent them before the Customs Office. This allows us to make the import customs declaration on behalf of the customer and take care of all the formalities. Without such authorization, the customs agency cannot act on behalf of the importer.
Importer’s EORI number
A basic requirement for importing goods from outside the EU. EORI is a unique identification number for economic operators in their dealings with customs authorities. Before the first import, the company should obtain an EORI number (in Poland, it is usually assigned automatically to businesses registered as VAT payers). Without an EORI number, it will not be possible to submit a customs declaration.
Each document must be meticulously and carefully prepared. This is an absolute prerequisite for efficient customs clearance. The correct tariff classification of machinery is particularly important, as the HS/CN code determines the amount of customs duty and any import restrictions. Incorrect code assignment leads to overstatement of customs duties and necessitates subsequent corrections to the declaration. If the documentation is correct, clearance usually proceeds smoothly.
Sea freight and machine exports. What documents need to be prepared to ensure a smooth process?
The export of machinery from Poland (or the EU in general) to third countries also requires the collection of appropriate documentation. Although much of it overlaps with import documentation, the export procedure requires an individual approach. The basic documents for export customs clearance include:
Commercial invoice
Issued by the exporter (e.g., a Polish manufacturer or distributor) to a foreign recipient. It should contain the details of the parties, a description of the machine, its value and currency, as well as the terms of delivery. On this basis, the customs authorities determine the customs value of the goods and keep records of exports.
Packing list
As with imports, it lists the items in the shipment and the parameters of the shipment. It facilitates export control and is sometimes needed by customs agents in the destination country to prepare import clearance.
Transport document
A bill of lading, or sea waybill in the case of sea freight, is proof that the goods have been loaded onto the ship. It contains all relevant information about the shipment. During export clearance, the data on the bill of lading must match what is declared in the commercial documents.
Export licenses and permits
If the exported machine is subject to restrictions or is a sensitive commodity (e.g., dual-use equipment that could be used for military purposes), the exporter must obtain the appropriate permits. An example of such machines are advanced CNC machine tools, the export of which requires prior approval from the competent authority.
Certificate of origin (if required)
In the export process, such a document may be required by the recipient in the destination country. It is required for customs purposes. Often, the importer asks the exporter to issue an official certificate of origin (e.g., from the chamber of commerce) or other confirmation in order to take advantage of customs preferences or meet local official requirements upon import.
Certificates and other documents
Depending on the regulations in force in the country to which we are shipping the machine, additional documents may be required. For agricultural machinery, the aforementioned phytosanitary certificate is very important (especially when shipping used equipment to markets that have strict sanitary requirements). Many countries, especially the US and Australia, require confirmation that the imported agricultural machine is clean and free of contamination. The exporter should therefore thoroughly clean the equipment of soil, seeds, and organic residues before loading. At the customer’s request, we organize a sanitary inspection and issue a phytosanitary certificate before shipment. In some cases, a quality certificate or technical test document for the machine may also be required, especially if such requirements exist in the recipient country.
The customs office carries out export clearance after the complete set of documents has been delivered. This usually takes place faster and more efficiently than import procedures. When the documentation is complete, the entire process takes place without additional requirements. However, if any deficiencies or errors are detected, the shipment may be detained, leading to downtime and shipment delays.
Comprehensive preparation of customs documentation. Rely on our knowledge and experience.
Organizing maritime transport involves many challenges, especially when it comes to complex customs issues. We provide comprehensive assistance right from the planning stage. We advise you on what to prepare depending on the type of machine and the destination country. We make sure that all documents are correctly drawn up and prepared. If necessary, we point out any deficiencies and help to remedy them or take care of them ourselves.
Our services include full support in the area of customs clearance. We submit declarations, represent the customer before the authorities, and ensure that the entire process is carried out in accordance with the applicable regulations. Our specialists keep track of changes in regulations and inform you about new requirements, e.g. regarding certificates or trade restrictions. Our goal is to guide you through the entire process without stress and unnecessary complications. Practice shows that meticulousness at the planning stage translates into a quick and smooth completion of the entire shipping process.