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.
Your shipment is required by law to clear customs. In order for us to clear your shipment through customs, your company must authorize DHL to do so.
What do you need to do?
Download and complete the document below, then send it to us. If you are unsure how to fill out the authorisation correctly, we have prepared a template that shows you how to do it.
How to send us the authorization?
You can send it to us by post or courier DHL Express.
Compare if the information on the invoice accompanying your shipment is correct and described exactly as below.
Document name
Document name
The invoice name is based on the nature of the business transaction.
In case of:
Invoice number
Invoice number
Seller/Shipper information
Seller information
The field named “Shipper” or “Shipper” should contain valid exporter or shipper data.
Buyer’s / Payer’s data
Buyer’s / Payer’s data
Besides company name and address data sholud contain EORI number.
Full details of the recipient
Full details of the recipient
Recipient’s full details (may be the same as payer’s)
Detailed description of the goods
Detailed description of the goods
For correct goods classification we need a detailed description.
If invoice description is to short we will ask importer/reciever to provide more detailed information:
May include serial number or other markings/identifiers.
Example of translation:
T-shirt 100% cotton,
brake discs, 100% steel, for a passenger car,
wood lathe SN:128741, steel
Tariff code
Tariff code
The tariff code (more about tariff code) on the invoice is helpful in determining the duty rate for the goods.
Quantity
Quantity
We need to know what quantity of goods is in the shipment. Here it is necessary to mark the appropriate unit of measurement.
For example:
Unit value
Unit value
Check that: quantity matches the value on the invoice.
Total goods value
Total value of goods
Verify that all items on the invoice are correctly calculated (price x quantity).
Transportation cost
Transportation cost
When:
Transport costs for customs clearance can never be “0”.
Total invoice value abd currency code
Total invoice value
Sum of goods + transport. Invoice should contain 3 letter currency symbol (e.g. USD EUR CHF)
Terms of Trade / Incoterms 2020
Terms of Trade / Incoterms 2020
International Commercial Terms Incoterms 2020 (condition + place) e.g. DAP WARSAW, EXW LONDON
Country of Origin
Country of origin
Document name
The invoice name is based on the nature of the business transaction.
In case of:
Invoice number
Seller information
The field named “Shipper” or “Shipper” should contain valid exporter or shipper data.
Buyer’s / Payer’s data
Besides company name and address data sholud contain EORI number.
Full details of the recipient
Recipient’s full details (may be the same as payer’s)
Detailed description of the goods
For correct goods classification we need a detailed description.
If invoice description is to short we will ask importer/reciever to provide more detailed information:
May include serial number or other markings/identifiers.
Example of translation:
T-shirt 100% cotton,
brake discs, 100% steel, for a passenger car,
wood lathe SN:128741, steel
Tariff code
The tariff code (more about tariff code) on the invoice is helpful in determining the duty rate for the goods.
Quantity
We need to know what quantity of goods is in the shipment. Here it is necessary to mark the appropriate unit of measurement.
For example:
Unit value
Check that: quantity matches the value on the invoice.
Total value of goods
Verify that all items on the invoice are correctly calculated (price x quantity).
Transportation cost
When:
Transport costs for customs clearance can never be “0”.
Total invoice value
Sum of goods + transport. Invoice should contain 3 letter currency symbol (e.g. USD EUR CHF)
Terms of Trade / Incoterms 2020
International Commercial Terms Incoterms 2020 (condition + place) e.g. DAP WARSAW, EXW LONDON
Country of origin
Type of transaction
Check if the correct type of transaction has been declared.
Preferences
Preferential origin rules if applicable. More details
An authorization is a type of power of attorney that allows us to represent companies or individuals before Customs.
The original of the completed document should be sent to the Customs Agency.
We must clear the shipment with the correct recipient’s data in accordance with the authorization (KRS, CEIDG), which the importer has given to represent him before the Customs Office. Therefore, if an invoice states a different address than the company’s registration data, a statement on address discrepancy is needed.
Dues exemptions are possible for:
The sender generating the import invoice very often gives too general names of goods or enters only product numbers. If this information is not sufficient for the Customs Office then we ask you to translate the content. This allows the Customs Agent to make a correct tariff classification of the goods.
The commission is a fee listed in our price list. It applies to clearance for entrepreneurs and/or natural persons for shipments with a value of more than 1000 EUR (based on authorization). Entrepreneurs are exempt from the commission in the case of bulk sample clearance (without a separate SAD).
The data correction fee for customs clearance is charged when:
However, if the amount on the new invoice does not differ due to the value of the goods, but is different due to additional costs, e.g. transport, then the fee is not charged.
Sometimes we need additional information to complete customs formalities for you. Remember: if you import goods from outside the European Union, you become an importer and your shipment is subject to customs clearance.
This happens by the 4th day of the following billing month.
Contact us if a post-clearance correction is required. After verification of the new documents, we can submit a request for correction of the customs declaration to the Customs Office.
The service is charged 226 PLN net in case of customer’s mistake. In case of DHL’s mistake we do not charge any fees. Customs Office has 90 days to issue the decision from the date of the application.