Customs Clearance in the Netherlands: A Step-by-Step Guide for Smooth Shipping

Navigating customs procedures for hassle-free shipping

When importing or exporting goods to and from the Netherlands, one of the most important processes you’ll encounter is customs clearance. Customs clearance ensures that your goods comply with local laws and regulations and that any necessary duties, taxes, and fees are properly paid. Understanding this process can save you time, money, and frustration. Here’s your actionable guide to navigating customs clearance in the Netherlands, including the steps, do's and don'ts, and valuable tips.

What is Customs Clearance?

Customs clearance is the process of getting your goods through customs so they can enter or leave a country. In the Netherlands, customs clearance is handled by Dutch Customs (Douane), which is responsible for checking whether goods comply with local regulations and ensuring that the appropriate duties, VAT, and other taxes are paid.

Steps to complete Customs Clearance in the Netherlands

Step 1: Determine If Customs Clearance Is Required

Most goods entering or leaving the EU require customs clearance. However, goods traveling within the EU do not need to go through customs.
Ensure that your goods are categorized correctly and check if any exemptions or special regulations apply.

Step 2: Prepare the Necessary Documentation

To complete customs clearance, you’ll need the right paperwork. Here are the key documents you should prepare:

Commercial Invoice: The invoice provides details about the value of your goods, buyer and seller information, and payment terms.
Packing List: This document details the contents of the shipment, including quantities and packaging.
Bill of Lading (BOL): This document is used as proof of the contract between the shipper and the carrier and is also proof of delivery.
Customs Declaration: A detailed declaration specifying the nature of the goods, their value, and their origin.
Import/Export Licenses (if applicable): Certain goods may require specific permits or licenses for import or export.

Step 3: Submit the Customs Declaration

After gathering the necessary documents, submit your customs declaration to Dutch Customs. This can be done via the online Customs Declaration Portal (Douane Portal). You can do this manually or use a customs broker or freight forwarder if you prefer to outsource the task.
Make sure all the information is accurate, as incorrect or incomplete declarations can lead to delays or penalties.

Step 4: Pay Duties and Taxes

Once your customs declaration is processed, you will be informed of any import duties, VAT (Value Added Tax), or other taxes that need to be paid.
In the Netherlands, the standard VAT rate is 21%, but some goods may be eligible for reduced rates. Check the tariff code and HS code for your goods to determine the exact amount you need to pay.

Step 5: Goods Inspection

Customs may request an inspection of your goods. This can be random or based on the nature of the goods. Inspections can delay the clearance process, so it’s crucial to provide accurate documentation to avoid delays.
If there are discrepancies, Dutch Customs may ask for additional information or clarification before releasing your goods.

Step 6: Clearance Approval

Once your customs declaration is accepted and all duties and taxes are paid, customs will grant clearance, and your goods will be released for delivery or export. You will receive a customs clearance certificate, which you should keep for your records.

Do’s and Don’ts for smooth Customs Clearance

Do's:

Do your homework: Familiarize yourself with the specific customs rules and regulations for your goods. The Dutch Customs website provides useful information for different types of imports and exports.
Do double-check your documents: Make sure all documents are complete and accurate, especially the commercial invoice and packing list.
Do use a trusted customs broker: If you're unfamiliar with the process, working with a customs broker or freight forwarder can help ensure that your goods clear customs efficiently.
Do stay updated on changes: Customs rules and tariffs can change frequently. Always stay informed of the latest developments to avoid surprises.

Don’ts:

Don’t underestimate duties and taxes: Make sure to calculate all potential costs, including customs duties, VAT, and other fees. Underestimating these can lead to fines or delays.
Don’t use incorrect HS codes: Incorrectly classifying goods can lead to penalties or delays. Always ensure that your goods are classified under the correct HS code.
Don’t forget to keep records: Keep a copy of all customs clearance documents, including invoices, declarations, and clearance certificates. These records are essential in case of audits or disputes.
Don’t delay your payment: Paying duties and taxes promptly is critical to avoid delays. If you delay, you might face storage fees or other penalties.

Tips and Tricks for efficient Customs Clearance

Use a Freight Forwarder: If you’re new to shipping internationally, using a freight forwarder can help guide you through the customs process. They can also manage paperwork and ensure compliance with Dutch regulations.
Simplify with EORI Number: Ensure that you have an EORI number (Economic Operators Registration and Identification) if you are involved in regular international trade. This number is essential for making customs declarations and can help streamline the process.
Consider Automated Tools: Dutch Customs offers online portals for submitting customs declarations. These tools can help speed up the process and reduce errors.
Be Transparent: Always be transparent about the contents and value of your goods. Misdeclarations or incorrect values can lead to penalties and delays.

Conclusion

Customs clearance in the Netherlands is a critical step in ensuring that your goods reach their destination on time and in compliance with local regulations. By following the steps outlined above and adhering to best practices, you can avoid common pitfalls and ensure smooth and efficient shipping operations. Stay organized, accurate, and proactive to navigate the customs process like a pro.

If you don’t have an EORI number, you’ll need one for customs clearance. Follow our Step-by-Step Guide to Getting an EORI Number to ensure compliance.

Consider working with a customs broker through Direct Representation for a smoother process.