A good brief for a customs agent contains seven pieces of information: a description of the goods, the country of origin, direction of transport and Incoterms, the invoice value, weight and dimensions, the expected shipping date and the EORI number. The fuller the brief at the start, the faster the quote and the fewer follow-up questions.
7 elements of a good brief for a customs agent
1. A description of the goods
Not "machinery" or "goods" – give the full commercial and technical name. For example "CAT 320 hydraulic tracked excavator, year of manufacture 2019, serial number CAT0320X..." or "women's cotton T-shirts, 100% cotton, sizes S–XL, colour white". The HS code (if you know it) speeds up the quote, but is not required at the enquiry stage. We explain how to find it in our article on HS codes.
2. The country of origin of the goods
Where the goods physically come from (where they were manufactured) – not where they are shipped from. "UK" on the invoice is not enough on its own: the 0% TCA duty rate applies only to goods with preferential origin (meeting the TCA rules of origin), supported by a statement on origin made out by the exporter or by the importer's knowledge (GOV.UK). Goods bought in or shipped from the UK but manufactured in, say, China do not have UK origin – EU tariff duty applies. This information determines the cost calculation; see UK-EU rules of origin.
3. Direction of transport and Incoterms
Import into Poland or export from Poland? Who is organising the transport? Which Incoterms (EXW, FCA, DAP, DDP)? The agent needs to know whether it is handling the UK side, the Polish side, or both. We explain the rules in the article on Incoterms 2020.
4. The value of the goods in the invoice currency
Give the transaction value matching the invoice – this is the basis for calculating duty and VAT. If the invoice is in GBP, give the currency and the invoice date; the agent will convert the amount at the rate used in the customs declaration. You can make a first estimate with the UK to Poland duty and VAT calculator.
5. Weight and dimensions of the shipment
Gross weight (in kg), volume (m³), or the dimensions of the packages and pallets. These are needed to work out transport costs and check whether a standard trailer or a special one (e.g. a low-loader for machinery) is required.
6. The expected shipping date
The agent needs to know whether it has several weeks to organise things or just 48 hours. For urgent orders, notify the agent as early as possible – a safety and security declaration (ENS) must be submitted before the goods arrive, and the deadline depends on the mode of transport. For goods entering the UK the minimum is, for example, 2 hours before arrival for ro-ro ferries and 1 hour for road traffic through the Channel Tunnel, while on short sea journeys (most EU–UK routes) it is 2 hours before arrival, containers included; 24 hours before loading applies to containers on longer sea routes (GOV.UK); for goods entering the EU, ICS2 applies. More: what is an ENS and when is it required.
7. Your EORI number
The importer's EORI number (PL + tax ID) is required to file the customs declaration. If you don't have one, tell the agent – they will show you how to get one (how to get an EORI number).
A quick brief template to copy
Goods: [description] Country of origin: [UK/PL/DE/CN/other] Direction: Import into PL from the UK Value: [amount] [currency] Incoterms: [EXW/FCA/DAP/DDP] Weight: [kg] / Dimensions: [m x m x m] Shipping date: [date] EORI: [PL + tax ID] Notes: [CE certificate? statement on origin? T1 via port?]
Send this brief through the contact form and ask for a quote. For the other data needed for a quote, see importing from the UK – what data to send.
Frequently asked questions
What should a brief for a customs agent contain?
A description of the goods, the country of origin, the direction of transport and Incoterms, the invoice value with currency, weight and dimensions, the expected shipping date and the importer's EORI number.
Do I have to give the HS code in the brief?
No. The HS code speeds up the quote, but it is not required at the enquiry stage – the agent will determine it from the description of the goods.
Why is the origin of the goods so important?
Origin decides whether the 0% duty rate under the TCA applies. The preference applies only to goods with preferential origin, supported by a statement on origin from the exporter or the importer's knowledge. Buying in the UK does not mean UK origin.
Does a sterling invoice have to be converted before I send the brief?
No. Give the amount, currency and invoice date, and the agent will convert it at the rate used in the customs declaration.
When must an ENS be submitted?
Before the goods arrive; the deadline depends on the mode of transport. For goods entering the UK: at least 2 hours before arrival for ro-ro ferries and 1 hour for road traffic through the Channel Tunnel, 2 hours before arrival on short sea journeys (most EU–UK routes), containers included, and for maritime containers on longer routes 24 hours before loading at the departure port.
Related guides
Have a similar case? Ask a customs agency
Describe the goods or vehicle, the route and timing. We reply on working days, usually the same day.
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