How to upload documents for a CDS hold
Use HMRC’s document-upload service with the held declaration’s MRN. Prepare readable files, record what you submit and monitor secure messages. Reply to each query and keep the reply confirmation alongside the documents. For factory paperwork, coordinate with Cambridge China Bridge.
Confirm the declaration and who will respond
Ask your broker for the held declaration, the document request and its Movement Reference Number (MRN). HMRC uses the MRN to link uploaded documents to the declaration. Compare it with the broker’s declaration copy before entering it; avoid substituting a purchase order, container or invoice reference.
Agree who will upload, monitor messages and answer queries, with a named backup. Prepare Government Gateway credentials and access to CDS before starting. Our customs paperwork guide covers the underlying documents; this guide covers their submission and follow-up.
Prepare a readable, traceable file pack
The online service accepts JPG, PNG, TXT and PDF. Count the actual files before starting: submit up to 10 files together, each no larger than 10 megabytes. Split a larger pack into groups within that limit.
Use filenames that identify the document, shipment and revision. Check that scans include every page, signatures and readable stamps. Keep an index matching each requested item to its filename and relevant pages. Ask the factory to explain discrepancies rather than silently editing its documents; retain originals alongside corrected versions.
Upload and preserve submission evidence
Open the upload service from HMRC’s guidance, enter the checked MRN and submit the prepared files. Before leaving, save any confirmation displayed, references provided and the submission time. Keep the exact submitted files and their index in a shipment folder accessible to the buyer and broker.
For separate upload groups, record which files went with each submission. If the screen reports an error or completion is unclear, preserve the error and mark the attempt as unconfirmed. Check the available evidence with the uploader before repeating it. Our CDS outage guide covers service disruption.
Follow the query through secure messages
Open the service’s declaration messages, choose imports and match the thread’s MRN to the held shipment. Read the whole query before preparing a response. HMRC’s guidance explains that replying alerts the caseworker that documents are ready to check; an upload alone should not be treated as the completed response.
Answer each requested point, identifying supporting filenames and pages. If an amendment is requested, coordinate with the broker and use our declaration correction guide. Save the query, your exact reply, attachments and reply confirmation together. Agree the next inbox check and hand over unresolved points explicitly.
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Keep the evidence chain through release
Maintain a running record of the request, uploaded files, submission evidence, subsequent questions, replies and outstanding actions. Keep the latest release or status evidence supplied by the broker separately from upload confirmations. Plan collection against confirmed release information.
Ask Cambridge China Bridge’s own staff in China to obtain missing factory paperwork and clarify inconsistencies with the supplier. Give them the exact question and relevant document version. Retain the supplier’s explanation with the response pack so the buyer and broker can see how the answer was assembled.
Frequently asked questions
Which reference do I use for a CDS document upload?
Use the Movement Reference Number (MRN) of the held declaration. Compare it with your broker’s declaration copy before uploading.
How many files can I upload to CDS?
The online service allows up to 10 files at a time, each up to 10 megabytes. Divide a larger pack into separate groups.
Do I need to reply after uploading requested documents?
Reply in the relevant secure message thread to explain what you supplied. HMRC says the reply alerts the caseworker that documents are ready to check.
What evidence should I keep after a CDS upload?
Keep the exact files, file index, MRN, submission time, available confirmations, queries and replies. Ask your broker for separate evidence of release.