3 Customs Document Mistakes That Hold Goods at the Border

3 Customs Document Mistakes That Hold Goods at the Border

Most delays when importing from the UK don't come from the clearance itself — they come from mistakes in documents prepared earlier. Below are the three most common problems and how to avoid them.

Mistake #1: An incomplete or imprecise description of goods on the invoice

An invoice describing goods as "machine parts", "goods" or "mixed items" is a sure way to trigger a customs check. The customs officer needs to be able to identify the goods and assign an HS code based on the description.

What the invoice should include:

• The full trade and technical name of the goods
• Model number and serial number (for machinery and equipment)
• Material (important for textiles, metals, etc.)
• Intended use (e.g. "for industrial use", "for personal use")
• Country of origin (PL, UK, CN, DE...)

Mistake #2: An understated customs value

Understating the value on the invoice (e.g. marking it "for customs purposes only") is an attempt to reduce duty and VAT — and it's a customs offence. The customs authority has access to market and transaction price databases. When the invoice value looks suspiciously low, the authority opens an investigation, demands purchase documents, and can charge duty on the market value plus interest.

The correct customs value = the price paid + transport to the EU border + insurance. It must always match the actual commercial transaction.

Mistake #3: A missing or outdated EUR.1 certificate

A EUR.1 gives entitlement to 0% duty under the TCA — but it's only valid for goods with documented UK or EU origin. Importers often forget to ask their supplier for a EUR.1, only discover it's missing at clearance, and end up paying full duty "from the holding area" — because withdrawing the declaration and submitting a new one once the EUR.1 arrives takes further hours.

The solution: Ask your supplier for a EUR.1 or a statement on invoice before the goods leave the UK. For regular deliveries: a long-term EUR.1 or a long-term statement valid for up to 2 years.

Questions and answers

How much does a day of goods sitting in a customs holding area cost?

The cost of storage in a customs holding area: from 50 to 200 EUR per day for a container or trailer, depending on the port and operator. With a 3-day physical inspection, the storage cost can end up higher than a whole year of regular agency support.

How quickly can a customs agency resolve a held-goods problem?

A good agency works 24/7 and can resolve a documentation issue within 1-4 hours (completing documents, contacting the authority). An agency that only works 9-5 won't be able to help with a problem discovered in the evening — and transport doesn't stop at 5pm. Check an agency's availability before signing a contract: easyclearance.pl operates 24/7.