Can a replacement arrive before I return faulty goods?
Yes, under outward processing standard exchange with prior importation, an approved replacement can arrive before you export the faulty original. Security is required, and the original normally must be exported within two months of importing the replacement. Ask your broker to confirm the route before dispatch. Cambridge China Bridge can coordinate factory evidence.
Confirm that this is a replacement exchange
Standard exchange is for replacing defective goods needing repair, rather than processing goods into something different. HMRC says it may be used when repair is impractical or a replacement is supplied under a warranty agreement. Ask the supplier to explain the fault and replacement arrangement in writing.
Keep the customs plan separate from your claim against the seller. Our guide to goods arriving faulty covers that discussion. For the usual repair journey, see sending goods abroad for repair.
Get approval before the factory dispatches
The customs authority must approve standard exchange. Authorisation by declaration cannot be used for this system. Ask your broker to confirm the appropriate authorisation and that it covers prior importation before you release the replacement for shipment.
Make written broker confirmation your dispatch checkpoint: ask who holds the authorisation, how security will be lodged, which declarations they will submit, and what evidence they need. A broker's confirmation does not replace customs approval. Agree responsibilities using our guide to customs agent authorisation.
Match the replacement to the faulty original
Replacement goods must have the same commodity code, commercial quality and technical characteristics as the defective goods. If the original has been used, the replacement must also be used unless it is supplied free under a contractual or statutory guarantee obligation, or because of a manufacturing defect. Do not assume an upgraded model qualifies.
Prepare a comparison file with photographs of both nameplates, serial numbers, model and part references, specifications, condition and the fault report. Identify each item separately and show why the replacement matches. For a component exchange, distinguish the faulty part from the machine containing it. Send the file to the broker before collection.
Plan security, VAT and the export deadline
Prior importation requires security covering the full potential customs duty and import VAT on the replacement. HMRC states that the faulty goods must be exported within two months of importing the replacement. Plan removal, packing and collection before the replacement arrives.
Replacement goods attract import VAT on their full customs value. Ask the broker to calculate the exposure and explain how security will be discharged. Keep the import record, subsequent export evidence and broker correspondence together, with a named person responsible for closing the customs file.
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Resolve any change to the return plan
If a warranty supplier does not require the original back, HMRC guidance allows another customs procedure or destruction supported by appropriate evidence. Ask the broker to confirm the accepted route and evidence before disposal. A supplier's instruction to scrap the item is not enough to settle the customs file.
Cambridge China Bridge can use its own staff in China to collect replacement photographs, specifications and supplier explanations for your broker. Give the factory a written dispatch hold until the broker confirms readiness, then coordinate the replacement shipment and the original's collection against the agreed plan.
Frequently asked questions
Can I get a replacement part before returning the faulty one?
Yes, if it qualifies for approved standard exchange with prior importation. Security is required. Ask your broker to confirm eligibility and the declaration plan before the supplier dispatches.
Can the factory send a newer machine model?
Do not assume it qualifies. Standard exchange requires matching commodity code, commercial quality and technical characteristics. Send the proposed model's specifications to your broker before accepting the substitution.
Is a free warranty replacement exempt from import VAT?
HMRC states that replacement goods attract import VAT on their full customs value. Ask the broker to confirm the valuation and payment arrangements before shipment.
What if the supplier says I can scrap the faulty original?
Ask your broker to confirm the customs route before disposal. HMRC guidance allows appropriate destruction evidence in warranty cases where return is not required; keep the accepted evidence with the customs file.