Free authorization letter for customs clearance (forwarder or customs broker)

A letter of authorization lets a freight forwarder or customs broker handle export or import formalities for you: filing declarations, signing documents, paying duties or collecting cargo. Many agents accept a signed letter like this one, but some countries and agents require their own power of attorney form, so check with your agent first.

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Customs authorization letter – Example filled in with the free generator (sample data)

What the template covers

Principal (exporter or importer): name, address and tax or customs ID such as an EORI number
Agent (freight forwarder or customs broker): name, address and licence or registration number if any
What the agent may do: export or import clearance, filing declarations, signing documents, paying duties and taxes, collecting or releasing cargo
Type of representation where the law distinguishes it, direct or indirect (EU, UK)
Shipments covered: one shipment with its invoice and B/L or AWB number, or all shipments in a period
Validity dates and how the letter can be revoked
A statement that the information you give is accurate and that you remain responsible as the law provides
Place, date, name, title, signature and company stamp

Sources

Guides on this topic

Freight Forwarder vs Customs Broker vs NVOCC: Who Does What in ExportingThe difference between a freight forwarder, a customs broker and an NVOCC: who books transport, who files customs declarations, who issues the…AES and EEI Filing for US Exports: USD 2,500 Rule, ITNWhen a US export needs Electronic Export Information (EEI) in the Automated Export System (AES): the USD 2,500 per Schedule B rule, licence cases,…EORI Number: Who Needs One, How to Apply and Check (EU, UK)What an EORI number is, who needs one in the EU and UK (GB and XI), when non-EU sellers do, format, how to apply and check it, and where it goes…Why Shipments Get Held at Customs and How to Prevent ItWhy customs holds shipments: documents that don't match, vague descriptions, wrong HS codes, low values, missing filings or permits, and what to…

When a letter is enough, and when an official form is needed

Many forwarders and carriers accept a signed letter of authorization, but some authorities and agents require their own form. In the US, a customs broker must hold a valid power of attorney from the importer (19 CFR 141.46); CBP Form 5291 may be used (19 CFR 141.32), and the broker must execute it directly with the importer, not through a forwarder (19 CFR 111.36). For US exports, an agent filing the EEI needs a power of attorney or written authorization from the exporter (15 CFR 30.3), and an authorization to move cargo only is not enough. In Singapore, traders authorise a declaring agent electronically in TradeNet. Ask your agent which form it needs.

Direct or indirect representation (EU and UK)

Under the EU Union Customs Code (article 18), a customs representative acts either in your name and on your behalf (direct representation) or in its own name on your behalf (indirect representation). The representative must state that it acts for you and may be asked for evidence of its empowerment (article 19). UK guidance says an agent cannot act for you without written instructions that show whether it acts directly or indirectly; under direct representation you alone are liable for the customs debt, under indirect representation you and the agent are jointly liable.

Limit the scope and keep control

State exactly what the agent may do, for which shipments or period, and how you can revoke the letter. You stay responsible for the accuracy of the information you give: UK guidance reminds traders that they are still responsible for due diligence on their customs declarations, and US rules make the exporter responsible for the export information it gives its agent. Keep a signed copy with your shipment records.

Common questions

What is an authorization letter for customs clearance?

A signed letter in which an exporter or importer appoints a freight forwarder or customs broker to handle customs formalities on its behalf, such as filing declarations, signing documents and paying duties, for one shipment or a set period.

Is a letter of authorization the same as a customs power of attorney?

They do the same job, but some countries require a formal power of attorney on a set form. In the US, for example, customs brokers need a power of attorney from the importer, and CBP Form 5291 may be used. Check what your agent and the authorities accept.

Can one letter cover several shipments?

Yes. You can limit it to one shipment, with its invoice and transport document numbers, or cover all shipments in a period with an end date. Say how it can be revoked.

Who should sign the letter?

A person authorised to sign for the company, such as a director, with name, title, date and the company stamp if used. Some agents and authorities also ask for a copy of the business registration.

Does the authorization make the agent responsible for my declarations?

Not entirely. You remain responsible for the accuracy of the information you give. In the EU and UK, the agent shares liability for the customs debt only under indirect representation.

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