Customs & Documentation

Modern cross-border platforms automate documentation by storing product data (HS codes, origin, descriptions, values) and generating commercial invoices, customs declarations, and labels automatically for each order. Swap's platform stores and applies key product data automatically to streamline customs clearance and reduce delivery friction.

Swap's platform stores and applies key product data, including HS codes, origin country, and manufacturer details, automatically to streamline customs clearance and reduce delivery friction.

Return shipments need customs documentation marked 'RETURN TO SELLER' or 'RETURNED GOODS' with the original export reference. This ensures the shipment isn't treated as a new import and avoids double-duty charges. Swap handles all backend paperwork for returns to ensure packages move through customs without added fees or delays.

Typically: commercial invoice, packing list, air waybill (AWB) or bill of lading, and customs declaration. Depending on product and destination, you may also need: certificate of origin, import/export licences, safety certificates, or phytosanitary certificates. Swap's platform stores key product data and automates customs documentation.

Incorrect documentation can result in customs holds (averaging 5-14 days), package seizure, fines, or return to sender. About 20% of international e-commerce shipments face customs-related delays, many from paperwork errors. Inaccurate HS codes and vague descriptions are the most common culprits. Swap's automated documentation using stored product data minimises these risks.

A commercial invoice is the key customs document describing your shipment. It must include: sender and receiver details, product descriptions (detailed, not vague), HS codes, quantity, declared value, country of origin, currency, Incoterms, and total weight. Incomplete invoices cause customs holds. Swap automates documentation generation using stored product data.

AI analyses product descriptions, specifications, and sometimes images to suggest accurate HS codes. Machine learning improves accuracy over time as it processes more products. This is faster and often more accurate than manual classification, especially across thousands of SKUs shipping to multiple countries.

A customs broker is a licensed professional who manages border documentation, ensures compliance, calculates duties, and facilitates clearance on your behalf. Carriers like DHL and FedEx act as brokers for their shipments. For brands using platforms like Swap, much of this is automated, Swap handles customs documentation and compliance so you typically don't need a separate broker.

Yes, depending on your product. FDA regulates food, drugs, cosmetics, and medical devices entering the US. FCC regulates electronic devices. CITES covers products containing endangered species materials (leather, wood, etc.). Health and beauty, consumer electronics, and veterinary products commonly require additional certifications. Check requirements before shipping to avoid seizure.

US CBP now uses automated enforcement of package descriptions. Generic descriptions like 't-shirt' are rejected, you need specifics like 'men's cotton t-shirt.' Descriptions must include material composition, product type, and intended use. Placeholder text (Unknown, N/A) causes rejection. The manufacturer's address must match the declared country of origin.

Informal entry applies to low-value shipments (historically under de minimis thresholds) with simplified processing. Formal entry requires a customs broker, detailed documentation, and bond coverage, used for higher-value or regulated goods. With the US de minimis suspension, more shipments now require formal entry through ACE.

Customs holds happen when documentation is incomplete or inconsistent, HS codes are wrong, declared values look suspicious, random inspection is triggered, or restricted goods are detected. Holds typically last 1-5 days for minor issues, 5-14 days for HS code problems, and longer for serious compliance issues. The best prevention is accurate documentation and correct classification from the start.