There are some basic rules to be obeyed when shipping goods, any kind of goods, to the US – basic, but not necessarily straightforward. Exporting goods into the US may require a company to deal with Federal Government Agencies other than the US Customs Service and it can seem very complicated and be intimidating to inexperienced importers.

Furthermore, import regulations are rarely static, they constantly evolve in response to any number of developments that take place throughout the world. Unwary shippers are setting themselves up for a host of potential delays. Delayed shipments cost your business money and, just as seriously, can damage the credibility of your company.

PAPERWORK
Ah, paperwork! When was the last time you completed the paperwork for an important shipment to the US? Then ask yourself who fills in the forms at your company. Have they been given all the information they need to comply with the regulations? Which forms are needed? Where do you get them – the FDA, the FWS, the ATF or the EPA? Is the product or sample licenced in the US? What duties are involved? Who is going to pay any tax and duties – the sender or the recipient? It can be a minefield – but it can also be made easy. What do the experts say?

DO YOUR HOMEWORK
FedEx Express, the world’s largest express transportation company, links the world through its international network and provides an unrivalled next day service to the US. The company’s unmatched air route infrastructure served by the world’s largest all-cargo aircraft fleet of approximately 670 aircraft ensures that shipments can be moved to 90% of the world’s GDP in one to three business days.

Trevor Hoyle, Managing Director of Operations for FedEx Express in the UK, comments: “I think the most important piece of advice I can offer to any company shipping to the US is to ‘do your homework’ before you ship any product, so that you know what is required at import and are properly prepared. At FedEx, we have teams of experts dedicated to advising our customers, and a raft of innovative on-line tools that can be used to help get things right. “For example, our Global Trade Manager is a comprehensive resource on our website (fedex.com), which helps customers to identify the documents needed to ship to and from specific countries. It also gives profiles of regulatory information by country, a customs regulations guide, and much more.

“Furthermore, we can provide our customers with an award-winning application called FedEx InSight, which allows them to track the progress of shipments, inbound or outbound, without requiring a tracking number, giving them convenient and unprecedented visibility on the progress of their shipments. InSight operates in real time so customers can choose to be notified instantly if any issues occur so that they can be addressed before they become problems.”

ADVICE FOR THE UNWARY
Commercial invoice requirementsProviding quality information on this critical document will undoubtedly save time, money and inconvenience. Being vague, missing out details or not completing the form fully are common causes of goods being delayed by customs. Make sure you:

• Provide the name and physical address for both shipper and consignee
• Provide a complete description of the goods – in English
• Detail the country of manufacture for each item
• Provide the value for each item
• Be sure to state which currency type you have used
• Provide the quantity of goods shipped (pcs, crts, fbm, m2, as appropriate)
• And never forget to provide a signature

Description requirements
To assess the correct rates of duty, US Customs and Border Protection requires goods to be classified to the correct US Harmonised Tariff Code, therefore a detailed description is required.

• Again, ensure all descriptions are in English
• Make the description in detail (What is it? What does it do?)
• Provide material content and usage of goods. For example, a description which simply states ‘steel bolts and rubber seals’ is not sufficient, but ‘steel bolts for aircraft engines, rubber seal for filtering machinery’ is

Importer’s number
When shipping goods with a value exceeding 2000 USD it is essential to gain the Employer Identification Number (EIN) or an Internal Revenue Service (IRS) number from the recipient of the shipment. This is to ensure tax is apportioned properly and to create an audit trail. The exception to this is if you are sending clothing with a value exceeding US$250.

Machinery and auto parts
A word of caution. The US classifies goods as to what a part is rather than what it fits to – and the classification is different to European codes. A detailed description of each item and its purpose is required.

Sending samples
To benefit from a reduction in duty charges, items must be clearly marked as samples on all paperwork – and there can’t be too many of them. In the case of clothing, the items are required to be mutilated and/or indelibly marked in a place obvious to the observer.

Sending food as a corporate gift
When food and drink are being imported, it is necessary to register with the US Food and Drug Administration (FDA) prior to shipping and also to give notice when and where the goods are arriving. So anyone who is considering sending a corporate gift of food or drink is strongly advised to think twice.