1. Establish the procedure, not just the dispatch country
Record who is selling, who is buying, where the goods are dispatched from and where they will arrive. Ask whether they are to be imported, are moving in transit or have already been released for free circulation. The European Commission’s guide explains that, after release for free circulation, goods can move within the EU market without repeating import customs formalities.[3] An invoice issued by a European company does not, on its own, explain the goods' route and customs status.
Appoint one person to collect the documents and contact details for the supplier, carrier and customs representative. A single tracking table is easier to review than information scattered across messages and photographs.
2. Check company identification and EORI
EORI is the unique number used for identification when dealing with EU customs authorities. Operators established in a Member State apply in the country where they are established.[2] Do not leave this check until the shipment arrives.
Compare the legal name and address in company records with the invoice and instructions to the representative. Clarify any difference between the buyer and consignee. Keep the representation mandate and confirmation of the agreed services as separate records.
3. Reconcile the invoice and packing list
Commercial invoices, transport documents, origin evidence and any applicable licences or certificates are among the documents customs authorities may require, depending on the goods.[3] For your internal review, check the following:
- Each description identifies the product without ambiguous abbreviations.
- Quantities and units of measurement agree across the documents.
- Package and pallet counts match the actual loaded configuration.
- Net weight is distinguished from gross weight.
- The currency, values and delivery term are clearly stated.
If the supplier changes the packaging after issuing documents, request updated versions. Do not informally edit someone else's invoice or retain two different files both labelled final. Name files using the shipment reference and revision date.
4. Describe the product and check its origin
For each item, specify the material, function and model and attach the technical data sheet. Check the tariff classification against these details, even if the supplier has already suggested a code. Access2Markets recommends checking import conditions, restrictions and product compliance before proceeding with the transaction.[3]
Distinguish the country of dispatch from the goods' origin. To qualify for preferential tariff treatment, the product must meet the applicable rules of origin.[3] Ask what evidence is required and who provides it before including any expected tax saving in your budget.
5. Check the documents against the planned shipment
Share the route, carrier, estimated arrival date and the available details of freight and insurance costs. Establish who submits safety information before arrival: the Commission's guide describes the entry summary declaration and explains that responsibilities and deadlines depend on the circumstances and transport mode.[3] Confirm separately that the carrier’s obligations have been met; sending an invoice to a broker does not replace them.
Before departure, request a list of missing documents and unresolved questions. Assign a contact person and a deadline to each item. If an essential document remains unconfirmed, discuss postponing loading to avoid delays at the border.
Final review and the next step
An organised file does not guarantee immediate release: the authority may request additional documents or physical checks.[3] Keep someone available who can explain the product and agree in advance how any waiting costs will be handled.
For a shipment assessment, see the customs brokerage service in Iași and send your documents to [email protected]. Further reading is available in the resource library. This is general guidance, not an exhaustive checklist or individual legal advice; requirements must be confirmed for the goods and the date of the operation.