How to Prepare Your First Import Shipment: A Step-by-Step Guide

Importing goods for the first time raises a lot of questions. What documentation is needed? Who handles customs? How long will it take? What could go wrong?

The good news is that once you understand the process, it becomes far more manageable. This guide walks through the key steps involved in preparing your first import shipment, so you know what to expect and what to have in place before your goods arrive.

Step 1: Know What You Are Importing

Before anything else, you need a clear picture of exactly what you are importing. That means knowing:

• The full description of the goods, including the material they are made from and what they are used for.
• The country they are being shipped from.
• The quantity, weight, and dimensions of the consignment.
• The commercial value of the goods.

This information shapes everything that follows, from how the goods are classified for customs to what freight option makes most sense.

Step 2: Get an EORI Number

An EORI number (Economic Operators Registration and Identification number) is required to import goods into the UK. It is issued by HMRC and links your business to its customs activity.

If you do not already have one, apply as early as possible. It is free and straightforward to obtain, but without it your goods cannot clear UK customs. Applications can take a few days to process, so this is not something to leave until the shipment is already on its way.

Step 3: Classify Your Goods With the Correct Commodity Code

Every product imported into the UK needs to be classified under a commodity code, also known as a tariff code. The code determines the rate of import duty that applies and whether any licences or restrictions are relevant to your goods. Our customs team can help confirm the correct code if you are unsure.

Getting this right matters. Using the wrong code can result in paying the wrong rate of duty, or having a shipment held at customs while the classification is reviewed.

Step 4: Understand What Duties and Taxes Apply

Most imported goods are subject to import duty and VAT. The rate of import duty depends on the commodity code and the country the goods are coming from. Some goods from certain countries benefit from preferential duty rates under trade agreements.

Import VAT is charged at the standard UK rate on most goods and is usually reclaimed by VAT-registered businesses through their VAT return. Understanding what you will owe in advance helps avoid surprises when the customs bill arrives.

Step 5: Agree the Incoterms With Your Supplier

Incoterms define where your supplier’s responsibility ends and yours begins. They determine who arranges and pays for freight, who holds insurance liability while the goods are in transit, and who handles customs clearance at each end.

Before your first shipment, make sure you and your supplier have agreed which Incoterm applies and that both parties understand what it means in practice. A term like EXW (Ex Works) places almost all responsibility on the buyer, while DDP (Delivered Duty Paid) means the supplier handles most of it. The right choice depends on how much you want to manage yourself.

Step 6: Choose Your Freight Method

The method of transport depends on where the goods are coming from, how quickly they are needed, and how much they weigh or how much space they take up.

• Sea freight suits large or heavy consignments where cost efficiency matters more than speed.
• Air freight suits time-sensitive shipments or high-value goods where the cost premium is justified.
• Road freight suits imports from Europe, either as a full load or as groupage if the volume is smaller.

A freight forwarder can advise on the most practical option for your specific shipment and arrange the booking on your behalf.

Step 7: Prepare Your Documentation

Getting the paperwork right before the shipment leaves origin is one of the most important steps. The core documents for most import shipments include:

• Commercial invoice, showing the seller, buyer, goods description, value, and Incoterms.
• Packing list, showing the contents, quantity, and packaging details for each item.
• Bill of Lading or Airway Bill, issued by the carrier as the contract of carriage.
• Certificate of Origin, if required to establish where the goods were made.
• Any licences or certificates relevant to the specific type of goods being imported.

All documents need to be consistent with each other. Discrepancies between the invoice and the packing list, or between either of those and the Bill of Lading, are a common cause of customs delays.

Step 8: Work With a Freight Forwarder

Most businesses importing for the first time work with a freight forwarder, who manages the logistics and customs process on their behalf. A good freight forwarder will book the freight, prepare or review the customs declaration, liaise with the carrier, and keep you updated on where your goods are and when they will arrive.

Having an experienced partner for your first import shipment removes most of the uncertainty from the process and reduces the risk of avoidable problems.

Ready to Import?

Your first import shipment involves more steps than it might initially appear, but none of them are beyond a business that is well prepared. Getting your EORI number in advance, agreeing clear Incoterms with your supplier, and working with an experienced freight forwarder takes most of the complexity out of the process.

Campbell McCleave has been supporting businesses through their first imports and their hundredth for over 40 years. Get in touch and we will make sure you know exactly what to expect.

Frequently Asked Questions

Do I need a customs agent for every import?

You can make a customs declaration yourself if you have the knowledge and systems to do it, but most businesses use a freight forwarder or customs agent, particularly for their first few shipments. The process is technical and errors can be costly.

How long does customs clearance take?

Most customs clearances are processed quickly, sometimes within a few hours, if the documentation is complete and accurate. Holds or inspections can add days to the process, which is why correct paperwork is so important.

What happens if my goods are held at customs?

If customs require additional information or a physical inspection, the goods will be held until the query is resolved. Your freight forwarder will usually be notified and will work with you to provide whatever is needed to get the shipment released.