Customs Declaration Form

A preparation worksheet for an import or export declaration: declarant, parties, goods lines with HS code, origin, quantity and value, an estimate of customs value, duty and tax, transport and attached documents. You file the declaration itself in your customs authority’s own system.

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Customs Declaration Form: infographic with a sketch of the document, when to use it, common mistakes and the country versions.
1 table, 1 signature, 1 checklist.

Country versions

  • International
  • Korea *
  • Japan *
  • Germany *
  • United States *
  • United Kingdom *

* check with local advice

A template, not advice.

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What it is

Before goods cross a border, someone has to declare them to customs: what they are, where they come from, what they cost and how they travel. Each country takes that declaration in its own electronic system or on its own official form, usually through a customs broker, and each asks for the same raw material in a different shape. This worksheet is the preparation step. It is not the declaration.

It collects what any declaration needs on one sheet: who files, the importer or exporter and the other party, the countries, the Incoterms rule, transport and document numbers, a table of goods lines with description, HS code, origin, quantity, unit, net weight and value (weight and value add up), the customs value worked out from the goods value plus the costs you add, an estimate of duty and tax from the rates you type, and a checklist of the documents attached. The country versions point to the system each authority uses (UNI-PASS in Korea, NACCS in Japan, ATLAS in Germany, ACE and AES in the United States, CDS in the United Kingdom) and say how codes and valuation differ. Hand the sheet to your broker, or use it to key in the declaration yourself.

When to use it
  • You hand the data of an import or export to a customs broker and want to give it in one clear sheet.
  • You file the declaration yourself and want every value at hand before you open the authority’s system.
  • You want a first estimate of customs value, duty and tax before you agree a price or a shipment.
  • Your team prepares shipments and each person should collect the same information.
How to fill it in
  1. Choose import or export and give your own reference.
  2. Fill in the declarant, your company (as importer or exporter) and the other party. Type your customs ID; it is never saved.
  3. Enter the countries, the Incoterms rule, the mode of transport and the B/L or AWB number.
  4. List the goods: description, HS code, origin, quantity, unit, net weight and the value in the invoice currency.
  5. Add the freight, insurance and other costs that your valuation rules include. If you like, enter an exchange rate and the duty and tax rates to see an estimate.
  6. Tick the documents attached, then print the sheet or download Word or Excel for your broker.
Common mistakes
  • Treating the worksheet as the declaration. Nothing is declared until it is filed in the authority’s system.
  • Adding freight and insurance to the customs value where your country’s rules leave them out, or leaving them out where they count.
  • Copying an HS code from the supplier’s invoice without checking it in the tariff. The code decides the duty.
  • Mixing up the country of origin with the country of dispatch.
  • Using one duty rate for lines that have different rates.
  • Using today’s market exchange rate where the authority prescribes its own rate for the day.
Steps at a glance
  1. Fill in
  2. Check the preview
  3. Save as PDF, Word or Excel
Country versions

Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.

  • International (XX): Written in English, Korean, Japanese, German
  • Korea (KR): Written in Korean, English – check with local advice
  • Japan (JP): Written in Japanese, English – check with local advice
  • Germany (DE): Written in German, English – check with local advice
  • United States (US): Written in English – check with local advice
  • United Kingdom (GB): Written in English – check with local advice

Designs

The same form in several designs. The fields and the wording stay the same; only the look changes.

  • Boxed form
  • Compact
  • Formal
  • Ledger
  • Executive
  • Plain (black and white)
  • Classic
  • Modern
  • Banner
  • Minimal
  • Side band
  • Warm

Your details fill it in

Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.

Questions

Is this a customs declaration?
No. It is a preparation worksheet. Each customs authority takes the declaration in its own electronic or official form, such as UNI-PASS in Korea, NACCS in Japan, ATLAS in Germany, ACE in the United States or CDS in the United Kingdom. QuoteBill makes no claim that any authority accepts this sheet.
How reliable is the duty and tax estimate?
It is only as good as the rates you type. The sheet multiplies the customs value by the duty rate, adds the tax on the result and shows the total. Preferential rates, excise taxes, fees, anti-dumping duties and quotas are not included, and the authority sets the final amounts.
Which customs numbers are saved?
Your company name, address, contact details and tax ID can come from your saved company details. Customs IDs, such as an EORI or an importer code, are typed for each document and never saved.
Why does the customs value differ by country?
Valuation rules differ. Many countries start from the CIF value, which includes freight and insurance to the border; the United States generally uses the transaction value without international freight and insurance. That is why you add freight and insurance yourself, and the United States version leaves those fields out.
Is this form legal, tax or accounting advice?
No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
Which countries and designs does it come in?
It comes in 6 country versions: International, Korea, Japan, Germany, United States, and United Kingdom. 12 designs.

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A form is a template, not legal, tax or accounting advice. Rules differ by country and case.