How to Prepare a Brief for a Customs Agency — 7 Key Pieces of Information

How to Prepare a Brief for a Customs Agency — 7 Key Pieces of Information

Companies waste time not because customs formalities are difficult, but because they approach an agency with an incomplete data package. The better the brief at the start, the faster the quote and the fewer follow-up questions. Here is exactly what to provide.

7 elements of a good brief for a customs agency

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.

2. The country of origin of the goods

Where the goods physically come from (where they were manufactured) — not where they are shipped from. "Country of origin: UK" entitles you to 0% TCA duty. "Country of origin: China" = no TCA preference, full EU duty. This information determines the cost calculation.

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 agency needs to know whether it is handling the UK side, the Polish side, or both.

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 conversion rate or the invoice date (the agency will convert using the NBP/customs exchange rate).

5. Weight and dimensions of the shipment

Gross weight (in kg), volume (m³), or the dimensions of the packages/pallets. Needed to work out transport costs and check whether a standard trailer or a special one (e.g. low-loader for machinery) is required.

6. The expected shipping date

The agency needs to know whether it has several weeks to organise things or just 48 hours. For urgent orders, notify the agency as early as possible — an ENS must be filed at least 1 hour before entering the UK.

7. Your EORI number

The importer's EORI number (PLXXXXXXXXXX) is required to file the customs declaration. If you don't have one — tell the agency, they will help you get one (via PUESC, free of charge, 1–3 business days).

Questions and answers — the customs brief

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? EUR.1? T1 via port?]

Send this brief to easyclearance.pl and get a quote within 30–60 minutes.