1. What Should You Confirm before Sending Clearance Records?
Start with the actual request, not the tracking label alone. “Held in customs” may reflect an examination, missing information, or another clearance issue. It does not establish that U.S. Customs and Border Protection (CBP) seized your inventory.
Confirm the Shipment and Outstanding Request
Open the carrier’s official tracking page and compare the tracking number with your supplier’s dispatch record. Ask the carrier or assigned broker what prevents clearance, who requested information, and whether a written agency notice exists.
Record the shipment or entry reference, requested documents, submission channel, and any stated deadline. Send any agency notice in full to the broker.
Identify the Importer before Sending Business Information
Confirm which entity appears as importer of record and explain any difference between its legal name, your storefront name, and the delivery recipient.
Under federal customs law, using a broker does not remove the importer of record’s responsibility for accurate entry information and applicable duties. Ask whether importer identification or broker authorization is missing, then provide sensitive records through a verified channel.
2. Match Entry Information to the Underlying Transaction
Federal invoice rules, including 19 CFR § 141.86, require detailed transaction and merchandise information. This checklist helps organize supporting records but does not replace the applicable invoice or product-specific requirements.
Organize Records for the Actual Shipment
Group documents by purchase order and shipment reference. For invoices and attachments in another language, include an accurate English translation.
| Information to Confirm | Supporting Records | Difference to Explain |
|---|---|---|
| Buyer, seller, and importer | Purchase order, invoice, business records | Storefront or warehouse name differs from legal entity |
| Product and quantity | SKU specifications, packing list, invoice | Partial shipment or generic product description |
| Price and currency | Order confirmation, invoice, payment record | Deposit, discount, or payment covering several orders |
| Country of origin | Manufacturer statement, production records, markings | Dispatch country differs from manufacturing country |
| Shipment identity | Carrier record, air waybill or bill of lading | One order travels under several shipment references |
Describe Products and Support Their Origin
Translate internal SKU names into usable descriptions. Include the product’s material, function, model, and relevant specifications. “Accessories” or “brand merchandise” may leave the broker unable to determine the tariff classification or applicable requirements.
Country of origin is not necessarily the country where the supplier’s warehouse is located. Obtain manufacturing details if the records conflict. Processing in multiple countries may require a product-specific origin analysis.
Explain the Price without Assuming the Bank Total Is Customs Value
A payment statement shows a transfer, but may include freight, deposits, or unrelated goods. Provide an allocation connecting the payment to the shipment, with separate charges and the transaction currency identified.
Under 19 U.S.C. § 1401a, transaction value generally starts with the price actually paid or payable for goods sold for export to the United States, subject to statutory conditions and additions. Required additions may include buyer-paid packing costs, selling commissions, qualifying royalties, and assists such as buyer-supplied molds. Additions apply only when the statutory requirements are met and the amounts are not already included.
A customs valuation review may therefore require more than the invoice total. Disclose separate production-related payments to the broker.
3. Explain Discrepancies before Requesting Corrections
A mismatch does not automatically mean the declaration is false. The useful question is whether reliable records explain the difference and whether the broker must correct information already submitted.
Address Split Shipments, Discounts, and Free Goods
For a partial shipment, identify the units in that package and those still awaiting dispatch. If one payment covers several orders, provide a breakdown rather than expecting the broker to infer it.
For a negotiated discount, retain the dated agreement and invoice showing when it was agreed. A price reduction agreed after importation generally does not reduce transaction value.
Tell the broker if stock was described as a “gift” despite being purchased for resale. Free samples and promotional units can still require a customs value. Do not use a zero value simply because no separate payment appears.
Preserve Originals and Document Supplier Changes
Ask the supplier to correct inaccurate descriptions, quantities, or transaction details and explain the correction. Retain the original invoice, revised version, and supporting correspondence. Do not silently alter supplier-issued records or request backdated documents. Required details may also appear in a clearly identified invoice attachment.
Flag changes to the broker before they are submitted. If an entry has already been filed, the appropriate correction depends on its status.
4. Verify Submission and Payment Channels before Responding
A genuine clearance delay can coincide with a fraudulent message. Verify the recipient independently before sending business identifiers, payment details, or supporting files.
Separate a Verified Bill from a Suspicious Text
Avoid links and callback numbers in unexpected customs payment texts. Open the carrier’s official website or app yourself, or contact your established broker through previously verified details. Confirm the shipment reference, charging party, and itemized amount.
Carriers and brokers may legitimately collect duties and service charges. Payment may not resolve an examination or admissibility issue. Requests for gift cards, cryptocurrency, or payment to an unrelated personal account warrant independent verification.
Track the Response and Recognize When the Issue Changes
Keep a submission log showing the request, files supplied, recipient, date, and acknowledgment. Supplying documents does not guarantee immediate release or delivery before a November promotion.
There is no single clearance period for every shipment. Timing depends on the hold, examination, agency requirements, and response. Check any notice for its specific response deadline. A response deadline is different from an estimated clearance time.
If CBP alleges misclassification, undervaluation, prohibited goods, or another violation, an attorney can assess the customs compliance and enforcement issue. Review formal detention or seizure notices separately.
04 Nov, 2026
