Export Declarations: Key Steps and Deadlines

The export declarations are extremely complicated. You require strong organisational skills while dealing with your export documentation. Have you ever wondered how you can streamline your export declarations? By efficiently managing your export processes, you can avoid delay fees and other such penalties during export clearances. It also helps you avoid unnecessary delays. An export declaration is a form that gives the customs authorities information about everything being shipped, including the number and type of the goods along with their value.

This blog provides a detailed understanding of export declarations, the steps involved in submitting them, and the timelines. It also explores why you will need this form and what you must do after submitting it.

What is an Export Declaration? 

An export declaration is a form submitted at the port of departure. It provides details about the type of goods meant for export. This form is needed each time goods are exported to a country outside the European continent. The idea behind the export declaration form is to enable the authorities to have firm control over the exports from their country. 

The process of declaring export goods can be done through electronic or verbal means. However, the norm is electronic registration when the value of the goods is over 1000 Euros. This is also true when the overall weight is over 1000 kilograms. Depending on the kind of goods and their value, the application might also be made verbally. 

Key Steps Before Submitting Your Declaration

Before sending out, performing a thorough check of goods that require an export declaration to be submitted as “arrived” will help you navigate this process more easily. The declaration should be submitted prior to transporting the goods to the border location. 

Timelines and Deadlines for Submission 

The timelines and deadlines to submit the declaration depend on the mode of transport used to export goods. These are given below:

• Inland waters and roadways: The declaration time while transporting through road and inland waterways is at least one hour prior to departure.
• Sea: A declaration must be made at least 2 hours before departure while using seaways for exports. 
• Air: A declaration must be submitted at least 30 minutes before departure from the airport while using airways.
• Rail: You must make a declaration at least one hour before arriving at the office of exit. 

What You’ll Need

For the export declaration, you will need the following:

• The procedure code for customs
• The commodity code
• The Declaration Unique Consignment References (DUCR)

Apart from the requirements mentioned above, you will also need the following:

• Departure point and destination details
• The consignor and consignee details
• The type and quantity of goods packed
• The method of transport
• The currencies and valuation procedures
• Licenses and relevant certificates

A Step-By-Step Guide to Submitting an Export Declaration 

You can complete the submission process online. You can also use commercial software to do the same. When you are in the process of completing this declaration, you must ensure that you take the following steps:

• In case you are exporting from the UK, you will need to read through the customs declaration completion requirements for Great Britain, England, Scotland, and Wales.
• If you are exporting from Ireland, you will need to follow the customs declaration completion required according to the Northern Ireland Protocol. 

What to Do After Submission?

A departure message will be sent to the national taxing authority after the goods have left the country. This is done by systems or processes at the point of departure through:

• An approved loader
• An inventory-linked system
• The Goods Vehicle Movement Service (GVMS)

To guarantee that the departure messages are sent to the taxing authority when goods are exported at GVMS locations, you must:

• Follow the GVMS processes for creating the Goods Movement Reference (GMR) for regions from Great Britain to the EU.
• Include the  DUCR references in their GMVs

The declaration cannot be used as evidence of export without a departure message. However, commercial evidence can act as proof of export to VAT zero-rate goods or discharge customs special procedure.

Conclusion

A form that is submitted by an exporter at the port of departure of goods is called an export declaration. It gives the authorities all the information about the goods being exported, including type, quantity, value, and number. It enables these authorities to have control over the exports from a specific country. Export declarations must be submitted a few hours before departure. The deadline depends on the mode of transport used. Upon departure, a message of departure of the goods will be sent to HMRC. Until this message is relayed, the declaration cannot be used as proof of export. Understanding the requirements of different countries is necessary during the declarations.