UK customs examination: what should you do?
Ask your broker for the examination notice, current status and exact evidence requested. Send a consistent response, put delivery bookings under review and record each extra charge with its supporting paperwork. Ask for written confirmation of release before rearranging collection. Coordinate factory evidence through Cambridge China Bridge.
Get the actual notice from your broker
Ask for the original notice or message, the declaration reference, the goods affected and the authority handling the check. Ask whether the current request concerns documents, physical examination or both. A tracking update saying “customs delay” is not enough to organise a response.
Agree who will submit the response, monitor messages and update you. Keep the broker as the main communication contact for the declaration, with the forwarder handling movement arrangements. Our guide to sourcing agents, forwarders and brokers explains their different roles.
Build evidence around the actual request
Match each question to a named document and the relevant goods item. Start with the invoice, packing list, transport document and declaration copy, then add the evidence requested for the product. Use our customs document guide for the underlying paperwork rather than rebuilding that checklist here.
For a value query, gather the order, payment evidence and any explanation of discounts or separate charges. For an identification query, ask the factory for specifications, photographs and carton markings tied to the shipped goods. Send legible files with clear names. Explain discrepancies openly and preserve earlier versions rather than silently replacing them.
Submit through the broker and track the response
HMRC provides an online service for sending supporting documents such as licences or certificates of origin. Ask the broker to confirm the submission route for your request, what was sent and when. Keep the submission acknowledgement and the exact document bundle together.
Ask the broker to check for follow-up requests and tell you what remains unresolved. If an import declaration needs changing following a query, HMRC says an amendment must be sent. Agree the correction with the broker and retain the amended declaration; changing a supplier invoice alone does not document a declaration amendment. For managing declaration data and corrections, see customs master data controls.
Change delivery plans without guessing a release date
Tell the forwarder, haulier, warehouse and receiving team that delivery is provisional. Ask about cancellation terms, storage arrangements, container free time and the point at which each charge starts. For a physical examination, ask who is arranging presentation, access, unloading and repacking, and whether you need to approve any commercial work.
Ask for written release confirmation before committing to a replacement collection. Then have the forwarder confirm terminal availability, carrier release and a collection slot. Give customers a conditional update until transport is booked. See UK customs clearance for the wider process.
Keep a charge record and close the shipment file
Ask for itemised charges showing the charging party, service, charging period, tariff or agreed basis, and supporting invoice. Separate storage, container demurrage or detention, examination handling, broker work and failed delivery costs from duty and import VAT. Ask what each label means and who is billing it rather than treating every delay cost as a customs fee.
Record notices, submissions, replies, release confirmation, delivery changes, approvals and invoices against the shipment. Compare charges with the booking terms and flag unexplained items to the billing party. After delivery, photograph damaged packaging and reconcile shortages. Our staff in China can help obtain factory documents; agree that support with Cambridge China Bridge while the broker manages the declaration response.
Frequently asked questions
What should I ask my broker when customs holds goods?
Ask for the original notice, declaration reference, affected goods, exact evidence requested and current status. Agree who submits the response and who monitors follow-up messages.
What documents should I send for a customs examination?
Follow the actual request. Match the invoice, packing list, transport document and declaration to the affected goods, then add requested payment evidence, specifications, photographs or product documents.
Should I cancel delivery during a customs examination?
Ask the haulier about cancellation terms and put the booking under review. Rebook after written release confirmation and confirmation that the goods are available for collection.
How do I check customs examination charges?
Request an itemised invoice with the charging party, service, period and agreed basis. Compare it with booking terms and keep handling, storage and transport costs separate from duty and import VAT.