Customs clearance is the procedure for officially recognizing the movement of goods across a country’s border. It is necessary for legal import or export, payment of duties and taxes, and compliance with legal requirements.

● Customs registration card (extract from the register of persons engaged in transactions with goods).

● Invoice. Packing list.

● Contract (or a document replacing it in the payment for goods). Addenda and/or specifications to the contract (if any).

● Certificates of conformity (if necessary). Certificates of origin (if necessary).

● UKT ZED code (if the goods were previously registered). Permits (if the goods are subject to additional controls).

This is a commodity classification that determines the amount of duty, the existence of restrictions, and the need for permits. An incorrect code can result in fines or delays.

To correctly select the UKT ZED code, you need to describe the goods in detail (composition, purpose, characteristics), compare them with the descriptions in the current classifier, and check the accompanying notes. For complex cases, it is better to contact a customs broker, as an error in selecting the code can lead to delays, fines, or additional taxes.

The declaration is usually submitted by a broker on behalf of the client, based on the documents provided.

Up to 2 business days with a complete set of documents. If there are additional checks by the controlling authorities, it may take longer.

● Import duty. VAT.

● Excise duty (for certain categories).

● Anti-dumping duty (for certain categories).

● Special import duty (for certain categories).

● Customs clearance fee.

In this case, please contact your manager or broker. We will help you find out the reason for the delay and assist you in resolving the issue.

You can do it yourself if you have an electronic signature and the necessary knowledge. However, most clients work with a broker – it is more reliable and faster.

In case of discrepancies (excess goods, incorrect quantity or description), you must draw up a report before starting the declaration process, make changes to the documents, and provide explanations to customs. It is recommended to immediately notify your broker—they will help you correct the data and avoid penalties.

Fines, additional tax charges, delays, or even confiscation of goods. To avoid risks, it is worth checking documents before submission and working with a qualified broker.

Possible for goods costing up to UAH 400,000 in foreign currency equivalent.

It is possible to obtain accreditation remotely at https://cabinet.customs.gov.ua using the electronic digital signature of the director, chief accountant, or other authorized representative of the enterprise.

The recipient/sender of the cargo or a person authorized for this operation has the right to inspect the cargo under customs control. For cargoes cleared by NPG brokers, this option is free of charge. When customs clearance is carried out by third-party brokers, this service is provided on a first-come, first-served basis and in accordance with the current tariffs for customs brokerage services for legal entities.

The electronic invoice template contains fields for filling in information that is usually missing from the sender’s invoice (trademark, manufacturer’s name, translation of invoice item names into the official language, etc.), and also facilitates the speed of customs clearance of multi-item shipments.

No, the broker works with ready-made documents provided by foreign economic entities. At the same time, the broker may analyze the documents provided and notify you of the need to correct them.

The invoice must be clear, accurate, and comply with customs requirements. It must include:

● full details of the seller and buyer (name, address, country); 

● invoice date and number;

● description of the goods (in English and, preferably, Ukrainian);

● quantity and units of measurement of the goods;

● unit price and total cost;

● currency of settlement;

● delivery terms (Incoterms) — for example, DAP, EXW, CIF, etc.; 

● country of origin of the goods;

● seller’s signature and seal (if required by the country’s legislation).

Recommendation: avoid vague or general descriptions such as “accessories,” “items,” “goods.” Each item must be described in such a way that it is possible to determine its customs code under the Ukrainian Classification of Goods for Foreign Economic Activity (UKT ZED).

Yes, Nova Global provides services for issuing certificates of preferential origin (e.g., EUR.1, Form A), which allow for a reduction or complete exemption from import duties in accordance with free trade agreements between Ukraine and other countries. This helps to optimize import costs and increase the competitiveness of goods.

Yes. We provide an advance consultation to assess customs payments, select the right documents, and prevent delays

What steps are involved in customs clearance?

● Collection of documents.

● Transfer of documents to the company that will handle customs clearance.

● Verification of documents by the broker.

● Preparation of the declaration by the broker and submission to customs.

● Receipt of the customs decision—the goods are allowed or additional documents are requested.

● Completion of the procedure—the goods are cleared through customs, a copy of the customs declaration is provided.

Invoice (bill of sale)

● The main document confirming the value of the goods.

● It must contain: the names and addresses of the seller and buyer, a description of the goods, quantity, price, delivery terms (Incoterms), country of origin of the goods, signature (+ stamp if available).

Packing List

● Details how the goods are packed: number of items, weight, volume. 

● Not always mandatory, but highly desirable to avoid misunderstandings. 

Contract (foreign economic agreement)

● Confirms the terms of sale (or other foreign economic transactions). 

● Must be consistent with the invoice.

Certificates of conformity, quality, or origin (if necessary)

● Phytosanitary, veterinary, radiological, etc., if the goods are subject to control.

● Certificate of origin (e.g., EUR.1) — to obtain a reduced customs duty rate (under free trade agreements).

Conclusions and permits from state authorities (if required)

● Ministry of Economy, Ministry of Health, Export Control, Environmental Policy, etc.

Customs declaration

● Issued by a customs broker in the “Single Window” electronic system.

The following may also be required:

● trademark certificate (if there is suspicion of IP infringement); 

● certificate of customs value (if clarification is required); 

● letters of guarantee or explanation.

Less than or equal to 150 euros:

Customs duties are not charged for shipments ≤ EUR 150 (excluding delivery cost). Customs clearance is not required for such shipments.

More than 150 euros:

If the cost exceeds EUR 150, you will pay an additional 10% duty and 20% VAT on the excess cost over EUR 150 during customs clearance of the shipment. There is also an additional charge for customs brokerage services.

For example:

Shipping cost is EUR 200
The basis for customs duties = EUR 200 – EUR 150 = EUR 50
Import duty = EUR 50 x 10% = EUR 5
VAT = (EUR 50 + EUR 5) x 20% = EUR 11
Customs duties amount to EUR 5 + EUR 11 = EUR 16

Less than or equal to 150 euros

If the shipping cost* is ≤ EUR 150, customs duties are not charged.

More than 150 euros

If the shipping cost* is > EUR 150, customs duties are charged (% of the shipping cost* depending on UKT ZED customs code) as well as VAT (20% of the shipping cost* and customs duties).

Payments = customs duties + 0,2(shipping cost* + customs duties)

(*) The shipping cost for legal entities may or may not include the cost of delivery depending on the terms of delivery specified in the commercial invoice of the legal entity under Incoterms (the transportation cost is paid additionally under the EXW, FOB, and FCA terms of delivery).

Customs duties are not charged for shipments ≤ EUR 10,000 euros. Customs clearance is not required for such shipments, except for a certificate of cost if necessary. Please see the section “Accompanying documents” for more information.

Customs clearance for exported goods takes place in the country of destination or it may take place in the country of transit of the shipment.

If customs clearance is required, Nova Poshta Global provides a full range of customs brokerage services. The cost of services is paid additionally according to the Agreement on Customs Brokerage Services.

If the shipping cost* is ≤ EUR 150, customs duties are not charged. Customs clearance is not required. Please see the section “Accompanying documents” for more information.

If customs clearance is required, Nova Poshta Global provides a full range of customs brokerage services. The cost of services is paid additionally according to the Agreement on Customs Brokerage Services.