Understanding Customs Concepts: A Comprehensive 2025 Guide for International Trade

The A to Z of customs formalities in the international transportation of goods + required documents

International transportation of goods is a complex and multifaceted process that goes beyond merely moving goods physically from the origin to the destination. One of the most important and sensitive stages in this chain is carrying out customs formalities. Lack of familiarity with the rules, regulations, and required documents can lead to long delays of goods at customs, payment of heavy fines, and even the return of the shipment. In this comprehensive article, we aim to familiarize you with the A to Z of customs formalities in international transportation and provide you with a complete list of necessary documents. Our goal is to pave the way for your international trade by providing accurate and practical information.

If you are looking for a reliable business partner to handle your transportation and customs clearance affairs, the experienced experts of MSTSUN, with their up-to-date knowledge of customs regulations, are ready to provide you with the best services. At MSTSUN, with a wide network of representatives all over the world, we manage your customs transportation process from origin to destination with the highest standards.

What are customs formalities and why are they important?

Customs formalities refer to the set of legal and administrative procedures that goods undergo from the time they enter the customs territory until they are cleared, or conversely, from the time of declaration for export until final departure. This process includes document verification, matching the goods with the documents, assessing the value of the goods, calculating import duties and taxes, and finally issuing a release permit. The importance of carrying out these formalities correctly and on time is undeniable. A mistake at this stage can drastically increase storage costs, delay the delivery time of the goods, and even lead to the confiscation of the goods. A reputable international transport company like MSTSUN, with its professional customs clearance team, saves you from these worries and completes the process in the minimum possible time and cost.

Required Documents for Customs Formalities (Complete List)

The foundation of any customs process is the documents presented to prove the identity, ownership, value, and conformity of the goods. Without these documents, or if they are incomplete, carrying out the formalities will be impossible. Below, we point out the most important of these documents:

Transport Documents and Basics

The original bill of lading, which is considered the transport document for the goods and represents the contract of carriage between the consignor and the carrier. Also, the transport insurance policy, which covers possible damages along the way, and the commercial invoice, which shows the value and exact specifications of the goods, are among the most important documents. In the meantime, the role of companies like MSTSUN in providing consultancy for the accurate completion of these documents and adapting them to the requirements of the customs of the origin and destination is very crucial.

Permits and Certificates

Depending on the type of goods, you may need specific permits. For example, a Certificate of Origin, which shows in which country the goods were produced, is essential for benefiting from preferential tariffs. Also, a Health Certificate for food products, a Phytosanitary Certificate for plants and agricultural products, and a Standard Certificate for goods subject to mandatory standards are among the common permits. Coordinating to obtain these permits before the start of shipment prevents the goods from being held up at customs.

Customs Clearance Documents

The customs declaration is the most important document prepared and submitted to customs by the owner of the goods or their legal representative (customs broker). The Power of Attorney for clearance is also a document by which the owner authorizes another person (usually a transport company or customs broker) to carry out the customs formalities. MSTSUN, by utilizing official and experienced customs brokers, performs this process on your behalf with high accuracy and speed, and prevents possible errors in preparing the declaration.

Step-by-Step Stages of Customs Formalities in International Transportation

The process of customs formalities may vary depending on the country of origin and destination, the method of transport, and the type of goods, but there is a general and relatively fixed framework. Familiarity with these steps helps you to have a clear picture of what happens at customs.

Entry of Goods into Customs Warehouse and Registration of Declaration

After the vehicle carrying the goods arrives in the destination country, the goods are transferred to customs warehouses. The owner of the goods or their representative (such as the MSTSUN team), holding the necessary documents, proceeds to prepare and register a customs declaration in the electronic customs system. In this declaration, the detailed information of the goods, including the type, value, quantity, and customs tariff (HS code), is entered. Choosing the correct customs tariff is very important because it will be the basis for calculating import duties and taxes.

Assessment and Inspection of Documents and Goods

After the declaration is submitted, the file is referred to a customs officer for assessment. The customs officer first checks the submitted documents for accuracy and consistency with each other. In the next stage, a physical inspection of the goods may be required. This inspection can be done randomly or due to some doubts in the documents or the nature of the goods. At this stage, the conformity of the goods with the documents in terms of type, quantity, and quality is checked. Collaborating with a reputable international transport company like MSTSUN, which has a brilliant and well-known record at customs, can accelerate the assessment process.

Calculation and Payment of Customs Duties and Taxes

After the final approval of the declaration and the conformity of the goods, the customs officer proceeds to calculate the import duties and other legal taxes. Import duties include customs duty and commercial benefit tax, which are calculated as a percentage of the value of the goods (usually based on the CIF price). The owner of the goods or their representative is obliged to deposit these amounts into the customs account. Presenting the receipt for payment of these amounts is the final step to obtaining a permit for the release of the goods.

Final Clearance and Exit of Goods from Customs

After the payment of all costs and final system approval, the Green Form or Customs Permit is issued. This form constitutes the final authorization for the goods to exit the customs warehouses. By presenting this permit to the warehouse officer, the goods are handed over and can be taken out of the customs premises. The MSTSUN Group is also with you at this stage, and with full coordination, carries out the process of loading and transporting the goods to the final destination (your warehouse or factory) with its suitable fleet.

The Role of Tariffs and Up-to-Date Customs Regulations

One of the main challenges in customs formalities is the constant changes in laws, regulations, and tariffs. Countries may enact new laws or change tariffs for certain goods for economic, political, or health reasons. For example, regulations concerning goods subject to mandatory standards, import or export restrictions, and bilateral or multilateral trade agreements are constantly changing. Using up-to-date customs systems and consulting with specialists who continuously monitor these changes is essential. MSTSUN, as a leading group, always aligns itself with the latest changes in the customs laws of Iran and other countries and provides up-to-date information to its customers.

Common Challenges in the Customs Process and Ways to Avoid Them

The customs process can be accompanied by several challenges, and knowing them helps you to be more prepared. Among the most common of these challenges, the following can be mentioned:

Discrepancy in Documents: One of the most common reasons for goods being stopped at customs is a discrepancy between the information contained in different documents. For example, a minor difference in the address or weight of the goods between the bill of lading and the invoice can cause problems.

Valuation of Goods: Sometimes, customs challenges the declared value of the goods and deems it lower than the actual value, which leads to the opening of a case and delays.

Tariff-related Problems: Choosing the wrong tariff code for the goods is the most common mistake, which both increases costs and can lead to the seizure of the goods.

To avoid these challenges, the best solution is to entrust the work to experts. The experienced team at MSTSUN, with years of experience in customs affairs, anticipates and manages all these issues so that your goods are cleared in the shortest possible time and at the lowest cost.

Conclusion and Summary

Customs formalities are the beating heart of international trade. Familiarity with the A to Z of this process and the required documents is an undeniable necessity for every trader and economic activist. From choosing the correct shipping method to the accurate preparation of documents and carrying out the legal stages of customs, all of these require high knowledge, experience, and precision. On this up-and-down path, accompanying a reliable partner can make the difference between a successful business and a risky one.

The MSTSUN Group, by providing comprehensive international transportation and customs clearance services, is ready to take charge of all your export and import-related affairs from origin to destination, relying on its technical knowledge, valuable experience, and extensive communication network, and to create a safe, fast, and reliable experience for you. To receive expert advice and more information about our services, contact our experts at MSTSUN now.