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Export customs clearance step by step for individuals

Learn about the DHL Express customs process, so your shipments will clear customs smoothly.

From this page you will learn:

What the customs process looks like at DHL Express?

Correct and complete documents are the most important thing for a smooth customs clearance. A set of information and documents allows for effective clearance. Pass them on to the courier and we will take care of the rest.

What documents we need? 

Under current law each and every shipment exported outside European Union has to be processed through customs. We will take care of all the formalities, however, we need the complete set of documents from you.

Which ones? This depends on the type of the clearance and the procedure used.
Find out what is needed and in what situations from our export dictionary. Check it out.
Remember that the easiest form of customs clearance for you is courier clearance.

Authorization for DHL Express

If your parcel does not qualify for courier clearance or you asked for individual clearance, we need you to authorize us to represent you before the customs and revenue authorities.

You can find all the information about the authorization, forms and templates for filling it out here.

How to send us the authorization?

You will find the exact instructions on the first page of the authorization form.

To hasten the export customs clearance process you may also hand the original hard copy to our courier.

How to verify if the invoice is correctly done? 

If you want to prepare an invoice or verify whether your invoice is correctly done, use the tool below..
You can find a sample invoice printout here.

Go through the list below and familiarize yourself with all the points. In each you will find guidance on what should be in that section.

faktura
1

Document name

Document name is based on the type of transaction
– purchase-sale transaction: invoice/commercial invoice
– free shipping of samples and designs: proforma invoice/non-commercial invoice

2

Seller/exporter details

The seller/exporter section ought to contain full, correct data of the exporter/sender (name, surname, full address and contact details).

3

Invoice number

The document should have its own unique number and date of issue.

4

Buyer/receiver details

The invoice should contain correct buyer’s details such as full name and surname, and address.

5

Detailed description of the goods

To clear a shipment we must have information about its contents.

You can do this by putting it on the invoice you will give us for customs clearance or by including the description on the export clearance order.

The description of the goods should include the following information:
WHAT IS IT?……….
WHAT IS IT MADE OF?……….
WHAT IS IT USED FOR/FOR WHAT DEVICE, EQUIPMENT?……….

Translation into Polish examples:
Męski T-shirt 100% bawełna
Nowy, stalowy amortyzator samochodowy
Skórzany płaszcz, skóra naturalna

6

Goods’ HS code

Goods’ HS code (The Harmonized System)
The customs tariff code will make it easier for us to correctly classify the shipment for the Customs authorities.
What is a customs tariff code? You can check here.

7

Quantity of goods

We need to know what quantities of goods are in the parcel. Here it is necessary to designate the appropriate unit of measurement. For example:

-100 pieces
-25 kg
-10 sq m

8

Unit price of the commodities shipped

Unit price of the commodities shipped

9

Additional information (optional)

Here you can provide additional information such as the purpose of shipping (e.g. gift).

10

Total value of the goods

Items on the invoice should have a specific unit of measurement and a correct unit price.

11

Transportation costs

The invoice needs to contain specified transportation costs or commercial terms and conditions (INCOTERMS) indicating the payer for transportation.

If freight costs have been paid when shipment was being sent, this information should be on the document along with the value of freight costs. If you do not provide them, we will add statistical freight costs.

12

Total invoice value and three-letter currency symbol

It is the sum of the goods and freight values.
It should be the exact same as the value indicated on the waybill.
The three-letter code of the currency in which you made the transaction (e.g. USD, GBP, PLN, EUR) is important.

Document name is based on the type of transaction
– purchase-sale transaction: invoice/commercial invoice
– free shipping of samples and designs: proforma invoice/non-commercial invoice

The seller/exporter section ought to contain full, correct data of the exporter/sender (name, surname, full address and contact details).

The document should have its own unique number and date of issue.

The invoice should contain correct buyer’s details such as full name and surname, and address.

To clear a shipment we must have information about its contents.

You can do this by putting it on the invoice you will give us for customs clearance or by including the description on the export clearance order.

The description of the goods should include the following information:
WHAT IS IT?……….
WHAT IS IT MADE OF?……….
WHAT IS IT USED FOR/FOR WHAT DEVICE, EQUIPMENT?……….

Translation into Polish examples:
Męski T-shirt 100% bawełna
Nowy, stalowy amortyzator samochodowy
Skórzany płaszcz, skóra naturalna

Goods’ HS code (The Harmonized System)
The customs tariff code will make it easier for us to correctly classify the shipment for the Customs authorities.
What is a customs tariff code? You can check here.

We need to know what quantities of goods are in the parcel. Here it is necessary to designate the appropriate unit of measurement. For example:

-100 pieces
-25 kg
-10 sq m

Unit price of the commodities shipped

Here you can provide additional information such as the purpose of shipping (e.g. gift).

Items on the invoice should have a specific unit of measurement and a correct unit price.

The invoice needs to contain specified transportation costs or commercial terms and conditions (INCOTERMS) indicating the payer for transportation.

If freight costs have been paid when shipment was being sent, this information should be on the document along with the value of freight costs. If you do not provide them, we will add statistical freight costs.

It is the sum of the goods and freight values.
It should be the exact same as the value indicated on the waybill.
The three-letter code of the currency in which you made the transaction (e.g. USD, GBP, PLN, EUR) is important.

Frequently asked questions

Any shipment outside the EU requires customs clearance. The fastest form for you is courier clearance, which keeps the paperwork to a minimum.
All you need to do is provide us with the invoice along with the translation, and we will take care of the rest.

In many cases, we will not need an authorization from you.
On the other hand, if you are sending a shipment over 1 000 EUR and/or 1 000 kg it will be required. Be sure to include it with your documents. In any other case, courier clearance is possible, for which no authorization is required.
For more information on types of clearance and required documents, click here.

An export clearance order is, in a way, an instruction on how we are to handle your shipment. It gives you the assurance that we will clear your shipment as you wish.

In the absence of an order we will act in two ways:
(*) We clear the parcel through customs according to our knowledge and the documents received.
(*) We get in touch with you in order to get an export clearance order which results in a major delay in the transportation of the shipment.
We strongly urge you to always include an export clearance order with your documents or contact our Customer Service Department to verify the possibility of using a standing order.
Click here for more information on the export clearance order.

 Courier clearanceIndividual clearance
Authorization is requiredNOYES
Technical description of the goods is required
NOYES
Wartość przesyłki Up to 1000 EUR/1000 kgUp to 1000 EUR/1000 kg and above
Wymagana jest fakturaYESYES

If you are sending a shipment to a country outside the European Union, it will have to pass customs clearance, for which an invoice is required. Nevertheless, you do not need to have one. Our systems allow you to generate an image of the invoice based on information from you.

You can send and generate an invoice in several ways:
– by generating it through the mydhl+ system
– by calling our helpline, where you will receive a template invoice to fill out
– by filling it out yourself – attachment

The answer is no. As a private individual you do not need an export customs clearance confirmation.
Nevertheless, if for some reason you do need an additional confirmation of courier clearance, we can supply you with a relevant document at your request.
How to receive it? Here you will find out more.
For more information on post-clearance documentation, click here.

Preparing a description of the goods intended for customs clearance.

  courier clearance – only general translation of contents requiredindividual clearance – detailed translation required
Incorrect description Correct descriptionCorrect translation (into Polish)Incorrect translation
(into Polish)
Correct translation (into Polish)Incorrect translation
(into Polish)
Clothes
T-shirt
Koszulka
Ubrania
koszulka bawełniana, dziane
Koszulka
Clothes
Trousers
Spodnie
Ubrania
Spodnie Jeansowe, 98% bawełna, 2% elastan, tkane
Spodnie
Clothes
Coat
Płaszcz
Ubrania
Skórzany płaszcz, skóra naturalna bydlęca wyprawiona
Płaszcz
Parts
Damper
Amortyzator
Części
Nowy, stalowy amortyzator samochodowy
Części samochodowe
Parts
Hydraulic cylinder
Siłownik hydrauliczny
Części
Używany, stalowy siłownik hydrauliczny
Siłownik
Samples
Samples of plastic cover
Próbki osłon z tworzywa sztucznego
Próbki
Próbki osłon na rośliny ogrodowe z tworzywa sztucznego
Próbki


Courier clearance
Courier clearance

Individual Clearance
Individual Clearance

Incorrect translation
Incorrect-translation