The basic set of documents needed for import is a commercial invoice, a packing list, a transport document (e.g. CMR, B/L or AWB) and the declarant's EORI number. For the customs declaration itself in CDS or PUESC, you also need the correct HS code for the goods and, depending on any tariff preferences, proof of origin.
Contents
In short — what you'll learn
- ✓ How to prepare the process and documents
- ✓ How the declaration and checks work
- ✓ How to stay compliant and keep clean records
How to prepare the process and documents
Scope of responsibility between the parties
Minimum data set for the declaration
From classifying the goods by CN code, through establishing the customs value under the transaction method, to confirming the declaration has been submitted - it's worth preparing an internal checklist straight away that links the documentation requirements to the responsibilities of the logistics team, accounting, and the person responsible for customs clearance.
Easy Clearance is an experienced UK customs broker.
How the declaration and checks work
An import customs declaration involves several operational stages: from notifying the load, through submitting the declaration in the electronic system, to release of the goods by the customs authority. It's essential to monitor each stage and respond to system notices in real time.
Operational stages from notification to release
The most common risk points and how to reduce them
How to stay compliant and keep clean records
Staying compliant with customs rules takes more than a correctly submitted declaration - it also needs systematic record-keeping, a log of corrections, and regular internal audit. Working with a customs agency makes it easier to spot risks and keeps the procedures used up to date.
Record-keeping, corrections and evidence of due diligence
Records for import documents should cover invoices, customs declarations, correspondence with the authority, and proof of payment of customs duties and taxes. Documents are kept for at least 4 years from the date of the declaration, and longer for goods under special procedures. Corrections to declarations should be filed as soon as an error is found, with an explanation and updated source documents attached.
Working with a customs agency and internal audit
A customs agency acts as the link between the importer and the authorities, being responsible for the accuracy of the declaration and for keeping the procedures used up to date. A regular internal audit lets you assess how complete your documentation is, identify weak points in the process, and prepare for a possible official inspection. It's worth agreeing a quarterly documentation-review schedule with your customs agency.
Summary
In summary: when it comes to 'what documents are needed for import', what matters most is running the process according to current official guidance, with a clear division of responsibility and every decision documented. This approach limits delays, reduces the number of corrections and makes it easier to defend your records during an inspection. If any requirement is unclear, check the current official notices and consult an accredited customs agency.
Legal basis and sources
- Ministry of Finance: Podatki.gov.pl
- PUESC: Platform of Electronic Tax and Customs Services (Poland)
- HMRC: GOV.UK Trade Tariff API
If regulations or system notices are updated, check the current guidance on GOV.UK or KAS before submitting a declaration.
Frequently asked questions
What documents are required when importing goods into the United Kingdom?
Importing into the United Kingdom requires: a commercial invoice, a transport document (CMR or AWB), a specification of the goods with CN codes, a certificate of origin (where applicable), and a customs declaration submitted through the CDS system. Depending on the type of goods, additional sanitary or phytosanitary permits or import licences from the relevant authorities may also be needed.
Who is responsible for correctly preparing import documents?
Responsibility is shared: the importer provides the commercial data and is the party to the clearance, the exporter provides complete and consistent source documents, while the customs representative (the customs agency) is responsible for correctly submitting the declaration in the official systems. Inconsistent data between the parties is the most common cause of delays and corrections.
What should you do if the commercial documents don't match the transport data?
Discrepancies should be resolved before the customs declaration is submitted, not after. It's worth putting in place an internal procedure to check documents are complete before the vehicle is even brought in for loading. If a discrepancy is found, you need to get the invoice corrected or obtain a new transport document, since incorrect data can result in the load being held and additional costs being charged.
How long do import documents need to be kept?
Under customs rules, import documents must be kept for at least 4 years from the date of the customs declaration. For goods under special procedures, such as customs warehousing or temporary admission, this period can be longer. It's recommended to keep both paper copies and electronic scans of all documents.
Where can I find current documentation requirements for importing goods?
Current documentation requirements are published by: the Ministry of Finance on the Podatki.gov.pl portal, PUESC (the Platform of Electronic Tax and Customs Services), and HMRC on GOV.UK under the Trade Tariff section. It's recommended to check these sources regularly before every import, since the rules are updated, particularly in the context of post-Brexit regulatory changes.
Related guides
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