Clear your shipment with DHL Express
Your shipment is waiting to be cleared through customs. In the advisory email we described what you need to do to make sure this one gets to you.
We asked you to visit this page because you need to:
- know the instructions below
- verify on their basis that the documents you hold are correct
- write to us in reply to the notification e-mail confirming that the documents are correct or send additional information as instructed below.
Remember: All shipments from outside the European Union must be cleared through customs.
How does the DHL Express customs process look like?
Correct and complete documents are most important for smooth customs clearance. Complete informations allows us to process clearance without contacting you. In some cases we will need to complete the information – then we will contact you.
Below you can see a sample of the invoice that usually accompanies your shipment and enables customs clearance. Compare if the information on the invoice accompanying your shipment is correct and described exactly as below.
If any of the items on your invoice are incorrect, be sure to let us know in your reply to the email our customs agency sent you. Please also send us additional information on this subject. What kind of information? We have described this for each point.
13 points you must check
Go through the list below by clicking on the point numbers. You will see what information you should put on the invoice and what you should do in case of missing or inconsistent information.
Name of document
In the case of a sales transaction, the document name should be: commercial invoice /commercial invoice /invoice. Check if the name of your document corresponds to the concluded transaction.
If not, then send us:
Are the goods in the parcel sent to you as a gift? In this case the document should be named: proforma invoice /proforma invoice /non commercial invoice.
If this is the case please send us:
- correct invoice OR
- declaration of gifts from another private person(C2C) (download)
Invoice number
The document usually has a number. However, it is not critical for clearance.
However, if for some reason this data is important to you, please verify its correctness. In case of errors, please send us the correct invoice.
Details of the seller or consignor
The field named “Consignor” should contain correct data of the exporter or the consignor. It is not critical for import clearance.
However, if you want full compliance and this data is important to you, please verify its correctness. In the event of errors, please send us the correct invoice.
Buyer / recipient data
Check that your details such as name and address on the invoice are correct. If they are incorrect, please send us:
- a new invoice with correct data or;
- order (order confirmation where the data is correct)
What if the buyer is a company and not a private person? Probably the sender has made a mistake when generating the invoice. In that case, send us a document with the correct data of the importer.
Detailed description of the goods
Send us a description in polish language (anything in english needs to be translated into polish for Customs) of the goods you are importing.
The description should enable the questions to be answered:
- What is it? What is the good?
- What is it made of?
- What is it for?
The description may include a serial number or other markings/identifiers.
Example of exact translation:
- t-shirt 100% cotton,
- brake discs, 100 % steel, for a passenger car,
- wood lathe SN:128741, steel
Goods code according to HS (Harmonized System)
The commodity identification system is helpful in determining the customs tariff for your goods. If you have the tariff code, you can send it to us. If you do not know the code, an accurate description of the goods is important (item 5)
Find out more about the HS commodity code
Quantity of goods
We need to know what quantity of goods is in the consignment. Here it is necessary to indicate the appropriate unit of measurement. For example:
- 100 pcs.
- 25 kg
- 10 m2
Unit price of the goods
This field is not always present on the invoice. However, if it is on your documents, check that the amounts are correct. Multiply the price per unit by the number of units of the goods. If the amount does not match, contact the Shipper/Seller to send a corrected invoice.
Total value of the goods
Check that each item on the invoice has the correct unit of measure and the correct unit price. Also, verify that all items on the invoice have been calculated correctly. Important: none of the items on the invoice can have a value of 0.
If there is a calculation error, ask the sender/seller to correct the invoice and then send it to us. Optionally, you can send us an order confirmation (see example).
Shipping/Transport cost
Check that the shipping costs on the invoice are correct. If you paid for the transportation of your shipment when you made your purchase, this information should also appear on the document. If you do not have information on the shipping costs, they will be assumed according to IATA statistical rates.
If:
- You accept the addition of transport costs according to IATA rates you do not need to take any action.
- You do not accept, please send us an invoice with the specified and correct transport costs.
Important: the transport cost for customs clearance purposes can never be ‘0’ or ‘free’.
Total invoice value and currency code
This is the sum of the value of the goods and the transport costs.
Check that the sum of the value of all items and the transport cost is correct.
If there is an accounting error:
- contact the shipper and ask for the correct invoice, then send it to us
or - send us an order confirmation (see example).
Currency code
Check if on the invoice/order confirmation there is a three-letter code of the currency in which the transaction took place (e.g. USD, GBP, NOK, CHF, EUR, PLN). If the documents only contain the symbol e.g. $, £, €, ¥, 元, please:
- ask the sender to re-issue the invoice, or
- send us a transfer confirmation (see example).
Additional information (optional)
e.g:
- country of origin
- INCOTERMS
- IOSS
Name of document
In the case of a sales transaction, the document name should be: commercial invoice /commercial invoice /invoice. Check if the name of your document corresponds to the concluded transaction.
If not, then send us:
Are the goods in the parcel sent to you as a gift? In this case the document should be named: proforma invoice /proforma invoice /non commercial invoice.
If this is the case please send us:
- correct invoice OR
- declaration of gifts from another private person(C2C) (download)
Invoice number
The document usually has a number. However, it is not critical for clearance.
However, if for some reason this data is important to you, please verify its correctness. In case of errors, please send us the correct invoice.
Details of the seller or consignor
The field named “Consignor” should contain correct data of the exporter or the consignor. It is not critical for import clearance.
However, if you want full compliance and this data is important to you, please verify its correctness. In the event of errors, please send us the correct invoice.
Buyer / recipient data
Check that your details such as name and address on the invoice are correct. If they are incorrect, please send us:
- a new invoice with correct data or;
- order (order confirmation where the data is correct)
What if the buyer is a company and not a private person? Probably the sender has made a mistake when generating the invoice. In that case, send us a document with the correct data of the importer.
Detailed description of the goods
Send us a description in polish language (anything in english needs to be translated into polish for Customs) of the goods you are importing.
The description should enable the questions to be answered:
- What is it? What is the good?
- What is it made of?
- What is it for?
The description may include a serial number or other markings/identifiers.
Example of exact translation:
- t-shirt 100% cotton,
- brake discs, 100 % steel, for a passenger car,
- wood lathe SN:128741, steel
Goods code according to HS (Harmonized System)
The commodity identification system is helpful in determining the customs tariff for your goods. If you have the tariff code, you can send it to us. If you do not know the code, an accurate description of the goods is important (item 5)
Find out more about the HS commodity code
Quantity of goods
We need to know what quantity of goods is in the consignment. Here it is necessary to indicate the appropriate unit of measurement. For example:
- 100 pcs.
- 25 kg
- 10 m2
Unit price of the goods
This field is not always present on the invoice. However, if it is on your documents, check that the amounts are correct. Multiply the price per unit by the number of units of the goods. If the amount does not match, contact the Shipper/Seller to send a corrected invoice.
Total value of the goods
Check that each item on the invoice has the correct unit of measure and the correct unit price. Also, verify that all items on the invoice have been calculated correctly. Important: none of the items on the invoice can have a value of 0.
If there is a calculation error, ask the sender/seller to correct the invoice and then send it to us. Optionally, you can send us an order confirmation (see example).
Shipping/Transport cost
Check that the shipping costs on the invoice are correct. If you paid for the transportation of your shipment when you made your purchase, this information should also appear on the document. If you do not have information on the shipping costs, they will be assumed according to IATA statistical rates.
If:
- You accept the addition of transport costs according to IATA rates you do not need to take any action.
- You do not accept, please send us an invoice with the specified and correct transport costs.
Important: the transport cost for customs clearance purposes can never be ‘0’ or ‘free’.
Total invoice value and currency code
This is the sum of the value of the goods and the transport costs.
Check that the sum of the value of all items and the transport cost is correct.
If there is an accounting error:
- contact the shipper and ask for the correct invoice, then send it to us
or - send us an order confirmation (see example).
Currency code
Check if on the invoice/order confirmation there is a three-letter code of the currency in which the transaction took place (e.g. USD, GBP, NOK, CHF, EUR, PLN). If the documents only contain the symbol e.g. $, £, €, ¥, 元, please:
- ask the sender to re-issue the invoice, or
- send us a transfer confirmation (see example).
Additional information (optional)
e.g:
- country of origin
- INCOTERMS
- IOSS
Great, that’s it!
Send us the information in response to the email our customs agency has sent you.
FREQUENTLY ASKED QUESTIONS
Your shipment requires customs clearance in accordance with current legislation. Our qualified specialists will take care of all the formalities – for these activities, in some cases your authorisation is needed:
A dedicated document is:
- an authorization from another entity, in this case DHL Express, to represent you before public authorities.
- It may be granted for a definite or permanent period.
Direct – used e.g. for special procedures and goods subject to customs restrictions.
Stamp duty DHL Express will register the authorization on your behalf and pay the stamp duty of 17 PLN. This amount will be added to your invoice along with the costs of customs duties, tax and commissions.
When starting the clearance process, we need accurate information about the content of the shipment addressed to you.
How do I prepare a translation of an invoice?
Describe in Polish the type of goods that are in the consignment.
- You do not need to send the invoice to a sworn translator – you can translate it yourself.
- Do not use general terms (e.g. samples, parts, elements, materials).
- Describe the goods accurately and comprehensively, and it is important to know what they are made of and what their intended use is – the more accurately you do this, the fewer questions Customs and DHL will have towards you.
- An example of a correct translation is “women’s cotton T-shirt” or “rubber door seal”.
According to customs regulations, a gift can be an exchange between 2 natural persons(C2C) and occur occasionally.
If the value of the gift is up to EUR 45 you need to provide us with a proforma invoice. However, if the value exceeds €45 then we need a statement as to why you do not have a copy of the order and proof of payment.
You can find more information in our guide to duties and taxes.
On 1 July 2021 the European Union has changed the rules for charging VAT on products purchased outside the European Union (e.g. goods from China, USA or GB). This means that the rules do not only apply to DHL Express, but also to all companies delivering international shipments from outside the EU.
Import duties are usually the sum of customs duties and VAT. The basis for calculating these charges is the customs value, i.e. the sum of the value of the goods and the costs of their delivery (transport, packaging, insurance).
Check out our guide to customs duties and taxes for individual consumers.