How to Fill a Customs Declaration (Step-by-Step)

A customs declaration tells customs authorities what’s inside your shipment, how much it’s worth, and why it’s being shipped. Accurate declarations reduce the risk of customs holds, clearance delays, and extra document requests.

What You Must Declare (Every Time)

At minimum, customs typically expects:

1. Item description (clear and specific)
2. Quantity (how many of each item)
3. Value (per item and total)
4. Currency (USD, EUR, GBP, etc.)
5. Purpose (personal use, gift, resale—if asked)
6. Country of origin (sometimes required; if unknown, use best available info from the retailer)

If you’re missing invoice information, check Invoices & Proof of Purchase article.

Step-by-Step: How to Fill a Customs Declaration

Step 1: List each item separately (don’t group everything)

Instead of “clothes” or “shopping,” list items as distinct lines when possible.

Better examples:

• “Men’s cotton t-shirts” (Qty: 3)
• “Running shoes” (Qty: 1)
• “Phone case (plastic)” (Qty: 2)

Avoid generic descriptions like:

• “Items,” “goods,” “accessories,” “gift,” “parts”

Why: vague descriptions are one of the most common triggers for customs questions and holds.

Step 2: Use accurate values (match your proof of purchase)

Declare what you actually paid for the item(s), typically excluding local sales taxes if not applicable, but always follow destination rules and what your documents show.

Best practice:

• Use the item price shown on the invoice
• Keep the currency consistent
• Ensure totals add up correctly

Step 3: Declare quantity and unit value clearly

For each item, provide:

• Quantity (e.g., 2)
• Unit value (e.g., $25)
• Total value (e.g., $50)

This helps customs assess duties accurately and avoids valuation questions.

Step 4: Avoid restricted or prohibited items

Before you finalize your shipment, confirm the items are allowed for your destination and shipping method:

• Prohibited and Restricted Items
• Country Guide (Destination Rules)

If an item is prohibited or requires special handling, it can delay the entire shipment.

Step 5: Be careful with “Gift” declarations

Some destinations treat gifts differently, but claiming “gift” does not automatically remove duties/taxes. Only mark “gift” if it is genuinely a gift and the destination rules support it.

For destination-specific rules, check Country Guide (Destination Rules) page.

Step 6: Upload supporting documents when needed

Customs may request invoices for:

• High-value shipments
• Brand-name goods
• Electronics
• Random inspections
• Declarations that look incomplete or inconsistent

Example Declarations (Good vs. Bad)

Good descriptions

• “Women’s handbag (synthetic leather)”
• “Children’s sneakers”
• “Laptop computer”
• “Skincare moisturizer (cream), 2 units”

Bad descriptions

• “Clothes”
• “Accessories”
• “Beauty products”
• “Electronics”
• “Gift”
• “Personal items”

If you’re shipping perfumes, aerosols, batteries, or liquids, check Prohibited and Restricted Items.

Common Mistakes That Cause Delays

1. Generic item names (e.g., “items”)
2. Declared value doesn’t match invoice
3. Missing currency
4. Unrealistic low values (often triggers verification)
5. Bundling many different products under one line
6. Declaring restricted items without checking destination rules
7. Not providing invoices when requested

Tips to Clear Customs Faster

• Use specific descriptions (material + item type is ideal)




• Keep item values consistent with invoices




• Respond quickly if customs requests documents




• Verify destination restrictions and thresholds in advance:

  • Customs, Duties & Taxes
  
  
  • Country Guide (Destination Rules)
  
  

Frequently Asked Questions

Do I need to declare every item separately?

It’s strongly recommended, especially when items are different categories (shoes + electronics + cosmetics). Grouping can cause questions.

What value should I declare—discounted price or original price?

Declare the amount you actually paid, supported by your invoice/order confirmation.

What happens if I declare something incorrectly?

Customs may place the shipment on hold, request additional documents, reassess duties/taxes, or reject restricted items.

Where do I check if my item is allowed?

Start here:

• Prohibited and Restricted ItemsThen confirm by destination:
• Country Guide (Destination Rules)