What is a Customs Declaration? 2023 Customs Declaration Guide

A customs declaration is a detailed notification provided to the relevant customs administration about goods during their entry or exit from a country within the scope of foreign trade activities. This declaration contains a range of critical information, such as the countries and companies where the goods are sold, the transport method, the type of goods, quantity, and tariff classification.

In 2023, the importance and function of the customs declaration have not changed; in fact, they have become even more critical with the increase in global trade. In this guide, we will cover all the details you need to know about the customs declaration, along with the 2023 updates.

What is a Customs Declaration?

The clearest answer to the question of what a customs declaration is, is that it is an official document that must be submitted when goods cross the borders of a country in international trade. An export declaration contains key details such as the type, quantity, value, buyer, and seller information of the materials in cases where they are sent from one country to another.

In addition, compliance with the customs regulations of the country where the export is carried out and tax payments are also declared. An example of an export declaration, also referred to as a customs exit declaration, is as follows:

• Declaration number: XYZ12345

• Consignor company: ABC Export Ltd. Co.

• Consignee company: DEF Importing Company

• Shipped materials: 1000 pieces of textile products

• Material type: Clothing items

• Value: 10,000 USD

• Export date: 01/09/2023

• Country of destination: Country XYZ

• Transport method: Container shipping by sea

An import declaration, on the other hand, is a document that companies importing goods from a country must submit in order to regulate their customs procedures. The import declaration includes details of the imported materials, their quantity, value, country-of-origin documents, and customs duties.

This declaration is required for the customs clearance of materials and the legal completion of entry procedures into the country.

A customs declaration is an indispensable document for carrying out international trade in an orderly and legal manner. Accurate and complete declarations play a major role in the smooth completion of customs procedures and the sustainability of trade. Therefore, the customs declaration must be filled out accurately and completely in export and import procedures.

What is a Customs Declaration Number?

A customs declaration number is a unique code or serial number used to identify goods and services during customs procedures in international trade. A unique number is assigned to each customs declaration. Thus, the movement and procedures of the relevant goods or services at customs are tracked.

The customs declaration number is automatically generated by the customs administration at the moment the declaration is accepted. The declaration number facilitates querying the document in the database, calculating relevant customs taxes and expenses, and performing customs audits and controls.

Features of a Customs Declaration

A customs declaration is one of the cornerstones of foreign trade and has specific characteristics. This document covers information regarding the details of the goods, details of the trade, and transportation methods in international trade.

Looking at a customs declaration template, it is possible to see details such as in which countries and between which businesses the trade takes place, what type of goods they are, what quantity they are, and which tariff category they fall under.

In addition, information such as the origin of the goods, their value, and which customs procedure they will be subject to is also found in this document. The customs declaration template serves as a guide on how and what information should be provided for companies that are new to foreign trade.

In this way, an accurate and complete customs declaration can be created to prevent problems and extra costs that may be encountered in international trade.

What Information Should Be Included in a Customs Declaration?

A customs declaration is an official document containing details of goods imported into or exported from a country. This document ensures the proper classification, taxation, and tracking of goods. The information that must be included in a customs declaration is as follows:

• Name, address, and contact information of the person or organization filling out the declaration

• Who the goods are received from and to whom they are sent

• Information on how the goods are transported (by air, by sea)

• Type, quantity, brand, model, and other identifying information of the goods

• Customs tariff code of the goods

• Country where the goods were produced or originated

• Customs value of the goods (Usually calculated based on commercial invoice value.)

• Which customs procedure the goods will be subject to (release for free circulation, temporary importation, etc.).

• Taxes, duties, and other financial obligations to which the goods are subject

• Details of these documents if the goods are subject to special permits or certificates

When a customs declaration template is examined, it becomes clearer how this information should be filled in. The declaration must be filled out completely and accurately to ensure that customs procedures are completed quickly and correctly. Misleading or incorrect information may lead to penal sanctions or delays in procedures.

What Are Customs Declaration Codes?

Customs declaration codes are standardized numbers used in international trade to classify goods. There is a specific code designated for each product or service. The basic information you need to know about customs declaration codes can be listed as follows:

• HS Code (Harmonized System Code): A classification system created by the World Customs Organization and used in international trade. This system uses a 6-digit code to describe goods. The first two digits indicate the chapter of the goods; the third and fourth digits indicate the heading under that chapter; and the fifth and sixth digits indicate the specific subheading of the goods.

• Country-specific additions: Many countries create their own national classification systems by adding extra digits to the 6-digit structure of the HS code. These additions allow for a more specific classification of goods.

• Usage: When filling out a customs declaration, the HS code of the goods must be specified correctly. This code is used to determine the tariff rate, restrictions, and other customs policies of the goods.

• Updates: HS codes are reviewed and updated at regular intervals. Therefore, exporters and importers must use the most up-to-date codes when filling out a customs declaration.

• Where to find them? Customs declaration codes can be found on the websites of national customs administrations or on the official website of the World Customs Organization.

Customs Declaration Copies and Their Meanings

One of the documents that must be filled out in accordance with designated standards for the orderly and transparent conduct of customs procedures is the customs declaration. So, how many copies should a customs declaration consist of, and what does each copy mean?

• Copy No. 1: Kept at the office of export/dispatch for export and transit operations.

• Copy No. 2: Used for collecting statistical data on customs procedures.

• Copy No. 3: Returned to the taxpayer after export procedures and serves as proof for intermediary institutions.

• Copy No. 4: Kept at the destination office during transit procedures.

• Copy No. 5: Used by the destination office to return to the dispatch office in transit regime.

• Copy No. 6: Submitted to the General Directorate of Customs Control with additional documents after import procedures.

• Copy No. 7: Kept for collecting statistical data on import procedures.

• Copy No. 8: Returned to the taxpayer after import procedures and serves as proof for intermediary institutions.

Each of these copies serves a specific purpose and is used in a specific process. Correct and complete filling of these copies is essential so that customs procedures can be completed quickly and error-free.

Where Are Customs Declaration Copies Used?

Customs declaration copies are used for different purposes during export, import, and transit procedures. The copies determined according to the process type and purpose ensure the regulation and clear execution of customs procedures.

In export procedures, copies no. 1, 2, and 3 are taken as basis. These copies are required to document the permanent or temporary export of goods abroad. Especially copy no. 3 has critical importance for tracking and documenting export procedures.

In transit procedures, the situation is slightly more complex. In general, copies no. 1, 4, and 5 are used for transit procedures.

However, if a declaration form is used for both export and transit procedures, copies no. 1, 2, 3, 4, and 5 are required. If the same declaration form is to be used for transit and import procedures, all of copies no. 1, 4, 5, 6, 7, and 8 are used.

For import procedures, copies no. 6, 7, and 8 are taken as basis. These copies are used to document the permanent or temporary entry of goods into Turkey. Especially copy no. 6 plays a critical role in carrying out import procedures accurately and completely. This copy covers all kinds of imports of goods, including customs warehousing procedures.

Who Fills Out the Customs Declaration?

The customs declaration is usually filled out by customs consultants or authorized customs brokers. In international trade, this declaration is a critical document certifying the movement of goods and services.

Therefore, filling it out completely and without errors is extremely important for the smooth passing of the goods through customs. These professionals, who have received training on issues such as customs legislation, tariff classifications, and taxation, ensure that the process is carried out effectively.

There are also countries that allow individuals or businesses to prepare their own declarations during the declaration processes of low-value products. Large companies can manage this process through their own specialized staff.

Considering that any error in the declaration may lead to financial and legal problems, it is a more advantageous approach to minimize risks by obtaining expert support.

How to Fill Out a Customs Declaration?

The customs declaration must be filled out correctly and completely so that import or export procedures can take place smoothly.

1. Get the customs declaration form

The customs declaration process starts with obtaining the correct form. You can get this form from the relevant customs office or online platforms. Each country or region may have its own specific form. 

Remember that choosing the correct form is the first and most important step of the process. The declaration form generally includes basic information such as the description, quantity, value, and origin of the goods. Filling this form out correctly is critical for subsequent steps to proceed smoothly. Incorrect filling of the form may cause you to encounter difficulties in the upcoming processes. 

2. Prepare the invoice and documents

While filling out the declaration, it is important to have the commercial invoice of the goods, transport document, certificate of origin, and other relevant commercial documents with you. These documents guide the entry of required information into the declaration. Having the invoice accurate and complete helps customs procedures be completed quickly and correctly. 

In addition, keeping the originals and copies of these documents ready facilitates your work in case of a possible audit or control. A missing or incorrect document may cause your operations to be disrupted. Therefore, prepare and check all your documents with care.

3. Gather the necessary information

When filling out the customs declaration, you need information about the details, origin, quantity, value, and intended use of the goods. This information ensures that the goods are classified and taxed correctly. Also, having this information accurate and complete helps you avoid potential penal sanctions or delays. 

To collect information such as the origin, tariff codes, quantity, and value of the goods, you can refer to the invoice, transport document, and other relevant documents. The intended use of the goods is particularly important for some special tax exemptions or reductions. 

4. Research customs codes and tariffs

There are specific customs codes designated for each product. Customs codes help in classifying and taxing the product. Specifying the customs code correctly ensures that the goods are taxed at the correct tax rate. 

Using an incorrect code can cause incorrect taxation and penal sanctions. Therefore, it is very important that you research the correct customs code and tariffs for your goods. To access customs codes and tariffs, you can get help from official customs administration websites and international trade platforms.

5. Decide in which language you will fill it out

Some countries request that the customs declaration be filled out in their official language. For this reason, you should investigate beforehand in which language the declaration must be filled out.

A declaration filled out in the wrong language may delay your procedures. In addition, you can obtain help from customs consultants or local representatives to avoid making language errors.

6. Fill out the customs declaration

Fill out your declaration by carefully reading the form and entering the necessary information completely. Entering the description, quantity, value, origin, and other important information of the goods correctly speeds up your procedures.

Additionally, filling out the declaration correctly helps you avoid potential penal sanctions or additional costs. You can also get ideas by reviewing user manuals or sample forms while filling out the declaration.

7. Attach the documents

After filling out the customs declaration, you must attach all the documents required to prove the accuracy of your goods and the validity of your declaration. Documents such as invoice, transport document, certificate of origin, licenses, and similar special permits can be included in this scope.

Having the documents complete and correct speeds up your operations, preventing potential delays. Also, while attaching your documents, you must remember that each document must be up-to-date and valid.

8. Obtain the required signatures and approvals

The customs declaration requires the signature and approval of the parties involved. Under the declaration, the signature of the declarant or authorized representative must be present. Thus, the accuracy and validity of the declaration are confirmed.

9. Submit the declaration and handle other procedures

After completely filling out the customs declaration and attaching all the necessary documents, you must submit your document to the relevant customs office. Following this submission, the administration will examine your declaration in detail.

If missing or incorrect information is detected in your declaration, you may be informed about this. You must carefully follow all these steps and intervene quickly when necessary for the declaration process to progress smoothly.

What Should Be Considered When Filling Out a Customs Declaration?

You need to pay attention to some points when filling out a customs declaration. These are:

• Keep in mind that all information in the declaration must be correct and complete.

• Use the most up-to-date declaration form.

• Specify the correct customs tariff code related to the goods.

• Submit all required documents completely.

• Command the terms in the language in which the declaration is filled out.

• Respond quickly to the customs office's requests for changes and corrections.

• Correctly calculate taxes, duties, and other payments.

• Follow the current customs legislation.

• Ensure that the declaration is signed by the relevant person or institution.

• Do a final check before submitting the declaration.

Where to Get a Customs Declaration From?

A customs declaration can be obtained through official institutions where customs procedures are carried out and authorized agencies. In Turkey, a customs declaration can be submitted by being filled out electronically. Online platforms such as the Electronic Commerce Customs Declaration (ETGB) make this process faster and easier.

Additionally, customs consultants and authorized customs agencies provide consulting services on obtaining and filling out declarations. You can get the declaration form in physical format from the official website of the relevant customs administration or directly from customs gates. For declarations to be filled out electronically, you can use the official website of the Ministry of Trade and related electronic platforms.

Customs Declaration Guide: Summary and Evaluation

Although the customs declaration is an indispensable part of international trade, it is of critical importance for import or export procedures to take place properly.

In 2023, the importance and function of this document have not changed; indeed, they have increased even further. In the technological and globalizing world, filling out the customs declaration accurately and completely is of great importance for customs procedures to be completed quickly and without errors.

This guide aims to be a valuable resource for anyone active in foreign trade by covering basic information, filling methods, points to consider about the customs declaration, and many other topics. Whether you are a beginner importer or exporter or an experienced professional, you can keep this guide at your bedside to refresh and update your knowledge on customs declarations.