How do I complete a customs forms to ship overseas?
The word continues to shrink in size and more businesses are discovering that they can access an international market for their products with ease. However, for many shipping companies, the shipping process can be quite complex especially when it comes to the part involving filling out the paperwork. That is why we at RunRex would like to share some useful tips on this area.
For companies that ship internationally often, the process of completing customs forms can also be time-consuming. Besides that, it can lead to huge errors. In some companies, they have to employ more than one person for the packaging and shipping process. This only increases the chances of errors occurring. For small businesses, the idea of filling out customs forms turns out to be too labor intensive, and they abandon the idea of selling overseas altogether.
However, there are still ways through which companies can reduce the risk and burden of labor when filling out customs forms. While the use of paper forms is not going to disappear soon, some technologies can help shippers use digital means to fill them.
- Selling globally
Most businesses have an online presence through their own site or a site such as eBay. In this online world, international borders are usually irrelevant. However, shipping the packages globally has different challenges compared to shipping within a country. Each carrier service in the US has its unique requirements on how packages can be shipped.
One thing to keep in mind is that each country will have unique rules on what can be shipped internationally. For instance, in the UAE, shipping material offensive to Muslims is illegal. In China, you cannot ship more than 10 meters of synthetic fabric or cotton.
After determining that items are not prohibited, the items have to be packaged properly to avoid breakage during shipping. You then have to determine which customs form you need to fill. All information must be filled accurately. Besides that, the information must be legible in all copies. It is also a requirement that the contents of each package be accurately described.
It is also important to include information about the VAT and tax codes. In some destinations, a tax ID is also needed. The forms will then need to be placed in the package with all other documentation attached.
Considering that there are so many steps involved, it is no surprise that shipping overseas is usually rife with errors. It is particularly true when the technology and people are not working in harmony.
- Working on improving the processes
If a shipper properly aligns their processes, it can be quite easy to solve the problems of filling out customs forms. While each company will have several factors to think about, there are some, which are common to all.
- Ensure everyone understands their responsibility
When you have a large group working on the same process, it is important that everyone has a defined role. That way it becomes easy to identify the source if something goes wrong.
- Standardize shipping
Ensure that the shipping is based on certain written down steps. That will ensure that all details of the customs declaration process are completed. It will also help to save on the amount of time spent on each package.
- Use the right technology
Automation can be one of the ways via which a company reduces errors in its customs forms. It can also help to save a lot of time. However, the shipper must choose the technology carefully. Here are some of the things to consider:
- Ease of use
The technology chosen should be easy to use and should not take up a lot of time to train employees how to use it. This technology should also integrate with existing hardware and software with ease. The software also needs to be accurate. That means it has to be able to pull out customers’ information from the database and fill out the shipment form with accuracy.
The forms should also be easy to print with whatever type of printing technology the company uses. Companies that ship overseas often also need to ensure that the technology they choose can keep up with the high volumes they experience. Some of the software cannot handle large simultaneous requests for customs forms.
- Customizable and flexible
Even though a business may be small today, there is a chance that it could grow big in just a few years. Besides that, the requirements for custom forms could evolve as well. It is thus important that they invest in technology, which can adapt to these changes.
- Uses of electronic manifests could qualify for discounts
USPS is developing a program that could see companies that have the right customs technology qualify for discounts. While the details have not been released, it is quite clear that this could help companies reduce the cost of installing new technology.