HMRC examining your China shipment: what to do
Ask your broker for the examination message, declaration reference and outstanding actions. Supply a consistent evidence pack, obtain written release confirmation before arranging collection, and preserve the charge timeline. Factory records can be coordinated through Cambridge China Bridge.
Get the actual hold message
Ask the broker to forward the message rather than summarise it as “customs delay”. Request the declaration reference, container or transport reference, goods location, requested action and any stated deadline. Establish whether the outstanding work is a document check, physical examination or another authority’s request.
Agree who monitors messages, who supplies factory evidence and who arranges access to the goods. Ask for updates stating what has been completed, what remains outstanding and who owns the next action. For the wider process, see UK customs clearance.
Answer the request with a reconciled file
HMRC requires enough documentation to prove the value of the total consignment. Ask the broker to turn the actual request into a document checklist. Use our customs clearance documents guide for the basic paperwork, then add the purchase order, payment evidence, specifications or factory records relevant to the query.
Match each response to the product and declaration item concerned. Explain discrepancies in a covering note and retain both the original and corrected documents. Ask the broker to confirm submission and retain its acknowledgement. If the import declaration needs changing following a query, HMRC requires an amendment; replacing an invoice alone does not address that instruction.
Coordinate examination and check release separately
For a physical examination, ask the forwarder or terminal who will arrange presentation, movement, unloading and repacking. Request the proposed work and charge basis in writing. Ask for available condition photographs, seal records and a record of any samples taken, so later damage or shortage queries have a factual starting point.
Before booking collection, ask the broker for written customs release confirmation against the shipment reference. Separately ask the forwarder whether carrier release, terminal availability and any other hold remain outstanding. A document submission acknowledgement is not a sound basis for booking a vehicle. See bills of lading and cargo release for the transport paperwork.
Build evidence for disputed charges
Request an itemised invoice naming the charging party and separating examination handling, storage, container use, brokerage and tax. Ask for the agreed tariff or contract term, charging period, free-time allowance and underlying terminal or carrier invoice. Do not accept “HMRC charge” as a sufficient description of a commercial invoice.
Keep a dated timeline of arrival, the hold message, document requests, submissions, examination arrangements, release, collection availability and actual collection. Attach emails, acknowledgements and booking records. Identify the specific disputed period and your proposed correction. Use demurrage, detention and storage charges to distinguish the cost categories.
Send the dispute to the right party
For a commercial charge, send the charging party the disputed invoice lines, contractual basis and supporting timeline. Ask for a written explanation or credit and clarify collection arrangements while the dispute is considered. The examination notice alone does not establish which party agreed to bear each cost.
For an HMRC tax decision, obtain the decision letter: HMRC says it will explain what to do if you disagree. Ask your broker or tax adviser to check the stated route and deadline promptly. Keep that decision file separate from the terminal invoice dispute. Cambridge China Bridge’s staff in China can help coordinate factory records with the UK broker’s request.
Frequently asked questions
What should I ask my customs broker when HMRC holds my shipment?
Ask for the actual message, declaration reference, goods location, outstanding documents or examination arrangements, stated deadline and person responsible for the next action.
Can I collect the goods after sending HMRC the documents?
Ask for written customs release confirmation and separately check carrier release, terminal availability and remaining holds before booking collection.
What evidence helps dispute customs examination charges?
Keep the itemised invoice, agreed charge terms, underlying invoices and a dated timeline supported by hold messages, document acknowledgements, release confirmation and collection records.
Does an HMRC examination mean every extra charge is mine?
Check the agreed cost allocation and each invoice line. Ask the charging party to explain the contractual basis and charging period; the examination notice alone does not establish who bears each cost.