How to Choose a Customs Agency for UK-Poland Import and Export?

How to Choose a Customs Agency for UK-Poland Import and Export? - 8 Key Questions

Choosing a customs agency is a decision that directly affects how smoothly your shipments move, your operating costs and your customs risk exposure. A poor agency means a late ENS, a wrong HS code and goods sitting at the port. A good agency means operational peace of mind and lower risk. Below are eight questions worth asking before you sign a contract.

8 Questions and Answers Before Choosing a Customs Agency

1. Does the agency work 24/7?

This is the first and most important question for companies using road transport. Vehicles leave Poland in the evening and reach Dover or Folkestone in the early morning. If the ENS hasn't been submitted before departure, or an error turns up in the documents at 3am, you need an agency that will pick up the phone and solve the problem within minutes, not hours.

Check it: Call the agency at an unusual hour. How long do you wait for a reply? Does a real person answer, or an automated system?

2. Does the agency know both the Polish and the British customs systems?

The UK-PL route requires knowledge of two systems: the Polish one (PUESC, AES, CDS-PL) and the British one (HMRC CDS, GVMS, IPAFFS). An agency working only on the Polish side, or only on the British side, cannot fully handle the whole chain. It's ideal to have a single agency covering both directions.

3. How quickly does the agency submit the ENS?

The ENS must be submitted at least 1 hour before the vehicle arrives at the UK port. A good agency submits the ENS by the time the goods are loaded at the latest - not "somewhere along the way". Ask about the typical time between receiving the documents and submitting the ENS. An answer of "within 2 hours of receiving the documents" is standard; "within 30 minutes" is excellent.

4. What is the fee for clearance and for the ENS?

Pricing transparency is a hallmark of a good agency. You should know:

• The rate for import clearance (per declaration)
• The rate for the ENS/SSD
• The cost of the GMR (creating it in GVMS)
• Any surcharges for urgent declarations, corrections, or IPAFFS handling
• The terms of any subscription-style contract (if you have regular shipments)

Avoid agencies that won't give you prices over the phone - that's a sign of hidden costs.

5. How does the agency classify goods (HS codes)?

An incorrect tariff classification is one of the most costly customs mistakes - it can mean underpaid or overpaid duty, and the risk of an HMRC audit. A good agency has internal HS code verification procedures and asks for the technical specification of the goods, not just their trade name. You can test an agency's competence by asking how they would classify a specific product you import.

6. What does communication with the driver look like?

A driver at the border needs the MRN and GMR numbers - and quickly. Check what format the agency uses to pass on this data: email, SMS, WhatsApp? Does the driver have a direct number for the dispatcher? Agencies that handle road transport usually send the GMR and MRN over WhatsApp within minutes of the declaration being submitted.

7. Does the agency have references from your industry?

An agency that mainly handles removal goods and private parcels may not be familiar with the specifics of importing industrial components or food products from the UK. Ask which sectors they handle and ask for reference contacts. A good agency won't have any trouble naming 2-3 companies from a similar sector.

8. What happens if the vehicle is stopped at the border?

This is the "stress test" for an agency. Ask: "What do you do if HMRC stops our goods for inspection?" A good answer: a defined procedure, a dedicated point of contact with the authority, escalation to a senior handler, updates for the client every X minutes. A bad answer: "Well, we just wait for HMRC" - with no active management of the situation.

Red flags when choosing a customs agency

• No transparent pricing - prices only "on request"
• Only a Polish office, with no knowledge of the UK GVMS/CDS systems
• Office hours limited to 9am-5pm only
• No way to reach an operator directly (only online forms)
• They don't ask questions about the goods - "the HS code from the last clearance will do"
• No professional indemnity insurance (customs agent's liability cover)

Questions and answers - practical

Do I need a written contract with a customs agency?

It's not a legal requirement, but it's strongly recommended. The contract should set out: the scope of services, rates, response times, liability for mistakes, and termination terms. Without a written contract, it's difficult to pursue a claim for an incorrectly submitted ENS or import declaration.

Can a customs agency act on my behalf without a power of attorney?

No. A customs agency must hold written customs authorisation (authority to represent you) before submitting any declaration on your behalf. This is a requirement under both Polish customs law and HMRC rules in the UK.

Where can I find a good UK-Poland customs agent?

Look for an agency that specialises in the UK-PL route, has an office (or partners) on both sides, and is available 24/7. The team at easyclearance.pl handles import and export clearance, ENS/SSD and GMR on the PL-UK route around the clock. You can send your first pricing question through the contact form - with a reply within a few hours.

Summary - checklist for choosing a customs agency

• ✅ 24/7 availability (for overnight transport)
• ✅ Knowledge of both the Polish and British customs systems
• ✅ Transparent pricing (clearance + ENS + GMR)
• ✅ Fast ENS submission (before the vehicle departs)
• ✅ Competence in tariff classification (HS codes)
• ✅ Direct operational contact for drivers
• ✅ References from your industry
• ✅ A crisis procedure for when goods are held