Why Shipments Get Held at Customs and How to Prevent It

Documents that disagree

Customs compares the declaration with the invoice, packing list and the carrier's manifest from the bill of lading or air waybill. A different package count, weight, quantity, description or consignee is a common trigger for a hold.

Invoices need detail: US rules, for example, require each item's commercial name, quantity, price and currency, charges such as freight and packing, and country of origin.

• Same consignee name and address
• Same package count and weights
• Same description, HS code, currency and Incoterm

Vague descriptions and wrong HS codes

The 6-digit Harmonized System (HS) code is used by more than 200 countries and economies, and each adds digits for its full import code. Check candidates with Triplicate's HS code lookup, then confirm the national code in the destination tariff.

US vessel manifest rules refuse generic terms like general cargo or said to contain, and EU ICS2 keeps a list of stop words that must not stand alone as a description (updated list from 3 August 2026). Write what the item is, its material and use, for example women's knitted cotton T-shirts, not garments.

Customs value and undervaluation

Under the WTO Customs Valuation Agreement, customs value is normally the transaction value: the price actually paid or payable, with set adjustments. If that cannot be used, customs applies identical goods, similar goods, deductive, computed and fall-back methods in order, and even the last may not use minimum or arbitrary values.

Customs may check a declared value and ask for evidence, such as the contract and proof of payment. The base differs too: the EU adds transport and insurance up to the point of entry into the EU, while US value excludes international freight and insurance.

Origin, permits and marking

Proof of origin matters most when the importer claims a lower duty under a trade agreement; if it is missing or invalid, expect the standard rate.

Food, cosmetics, medicines, chemicals and plant or animal products often need another agency's permit, registration or notice; dual-use items may need an export licence, and lithium batteries follow dangerous goods transport rules. Example: US food imports need FDA prior notice at least 2 hours before arrival by road, 4 by air or rail and 8 by sea, or they can be refused and held.

The US requires most imported articles to be marked with the English name of the country of origin; unmarked goods face an extra 10% duty unless marked, exported or destroyed under CBP supervision.

Advance filings, importer numbers and screening

Most US-bound ocean cargo needs an Importer Security Filing at least 24 hours before loading abroad; CBP can claim $5,000 in liquidated damages per violation. EU ICS2 needs an entry summary declaration for all modes, with minimum data before loading for air; customs can ask for more data or screening, or order do not load.

The importer needs an EORI number in the EU (non-EU businesses register where they first declare) or a US importer number. Screen buyer, consignee and end user against sanctions and restricted-party lists, such as the US Consolidated Screening List.

US duty-free de minimis was suspended for most imports from 29 August 2025 and made indefinite from 24 June 2026, so low-value parcels now need an entry, such as informal entry up to $2,500.

Inspections, time limits and next steps

There is no global standard. HMRC aims to clear arrived air and road imports within 2 hours of receiving requested documents. A US detention notice states the reason; no decision within 30 days counts as an exclusion, which can be protested.

Holds cost money: US examination stations bill their fees to the user, and EU goods in temporary storage must be placed under a procedure or re-exported within 90 days.

Rules change often. This is practical guidance, not legal advice; confirm current requirements with the destination customs authority or a licensed customs broker or consultant.