What information does my customs agent need?

What the agent is trying to do

Give the intermediary the parties, shipment documents, goods-line information and your agreed instructions. An invoice is useful evidence, but it may not contain everything needed for the declaration.

Start with the parties and route

Make the instruction understandable without relying on a previous email or someone’s memory. Identify who is giving it, which invoice it concerns and what remains unresolved. Appointing an agent does not remove your responsibility to exercise due diligence.

Goods data to supply

• Importer, exporter, consignee and relevant EORI/VAT details.
• Invoice number and date, currency, delivery term and named place.
• Separate goods descriptions, values, quantities, origins and weights.
• Supporting licences, origin evidence and procedure instructions where applicable.
• Agreed representation and payment arrangements.

Give one clean instruction

Use the builder to enter parties first, then the shipment and goods lines. Keep separate lines where the information differs. Generate the instruction and work through the missing-information list. “NOT SUPPLIED” is a useful handover flag; it is not a substitute for resolving a required field. Copy or print the final version and send it through your agreed channel.

Example instruction gap

Common hold-ups

• Describing goods only as “parts”, “samples” or “accessories”.
• Copying a previous procedure or commodity code without checking applicability.
• Giving gross weight as net weight.
• Assuming PVA or a deferment arrangement will be selected without instructions.

Before you send it

Agree the scope of work, representation and authority separately. Check how the intermediary wants amendments identified. Retain the final instruction and compare it with the completed declaration; this builder does not submit or authorise one.