DHL and FedEx cargo customs clearance: a step-by-step process for business

Who clears DHL and FedEx cargo and where

SEMERO carries out customs clearance of DHL and FedEx cargo through the Kyiv hub. SEMERO is a customs broker with its own licence UACBR125000640, so we submit the declaration directly, without intermediaries. How this differs from an agent's work is explained in the article "DHL and FedEx customs broker for business: the difference from an ordinary agent".

Important: you can order only what you actually need. If the supplier has already arranged the delivery, SEMERO will handle customs clearance only. If you have entrusted customs clearance to another broker, you can order DHL or FedEx delivery booking only. Or you can order a package — delivery together with customs clearance.

Step 1. Preparing documents before shipping

Most delays are set up before the cargo has even left. Before shipping, it is worth agreeing with the broker on:

• an invoice with an exact description of each item, quantity and value;
• a contract or documents for free-of-charge delivery;
• permits, if they are required for the specific goods;
• the recipient's details — a company or a sole proprietor (FOP).

Generic wording such as "spare parts" or "samples" in the invoice is a typical reason for a customs hold. If you regularly send or receive samples, note our separate product samples delivery service.

Step 2. Shipping and tracking by AWB

After shipping, the cargo receives a waybill number — the AWB. It is used to track the status on the official DHL or FedEx website, and the broker uses it to identify the cargo at customs. How to read the statuses is described in the article "What is an AWB and how to track an international shipment". It is worth passing the AWB number to the broker right away so that the declaration can be prepared before the cargo arrives.

Step 3. DHL and FedEx customs clearance in Kyiv

When the cargo arrives in Ukraine, it goes to the customs warehouse. Then the broker:

1. 1checks the invoice, the description and the accompanying documents;
2. 2determines the commodity code and calculates the customs payments;
3. 3submits the customs declaration;
4. 4if necessary, responds to customs queries and provides additional documents.

If the cargo is already on its way and no broker has been chosen yet, DHL or FedEx customs clearance can be ordered at this stage too: it is enough to provide the AWB number, the invoice and the contract. The sooner the broker receives the documents, the lower the chance that the cargo will sit idle at the warehouse.

Customs payments are calculated separately from the broker's fee. The specifics of FedEx cargo are covered in the article "FedEx customs clearance for business".

Step 4. Paying the charges and releasing the cargo

After the declaration is accepted and the payments are made, the cargo is released and goes on to the recipient. SEMERO offices operate in Kyiv, Mukachevo and Uzhhorod; in other cities collection and delivery are handled by the carrier's representative offices. Delivery by Nova Poshta is available as an additional service on request.

Pay attention to storage periods. At the SEMERO customs warehouse, cargo is stored free of charge for 3 days; storage is charged after that. Do not confuse this with the 30 days during which customs holds uncleared cargo free of charge: that is a different period, after which the shipment is returned to the sender. So it is better to prepare the documents before the cargo arrives.

Typical mistakes that stop customs clearance

• The invoice does not match the contents. A discrepancy in quantity, value or description is the most common reason for additional queries.
• No contract or permits. If the goods require them, clearance is delayed without them.
• A repair shipment sent as an ordinary one. A special customs procedure exists for repair shipments that may help avoid paying duty twice. But it only works with the correct documents and contract, so consultation before shipping is needed — the outcome depends on the documents.
• Shipping without consultation. Cargo of any weight, even from 0.1 kg and valued under 150 EUR, shipped without prior consultation with a broker significantly increases the risk of delay and extra costs.

If clearance has still failed, the action plan is described in the article "Customs clearance on DHL or FedEx failed: what businesses should do".

How to order DHL and FedEx cargo customs clearance from SEMERO

Describe your cargo — what the goods are, the weight, where it comes from and which carrier it travels with — and tell us exactly what you need: customs clearance only, DHL or FedEx delivery booking only, or a package. Contact us via the contacts page — form, WhatsApp or phone — and we will calculate the cost for your shipment.

Frequently asked questions