How to Prepare for a UK Customs Declaration in 2025

The UK’s customs landscape continues to evolve after Brexit, and 2025 is shaping up to be a year of further change. Whether you're importing or exporting goods, being well-prepared for a customs declaration is crucial to avoid costly delays, penalties, or goods being held at the border.

Here’s a simple step-by-step guide to help you get everything ready and ensure a smooth customs clearance process.

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1. Understand What a Customs Declaration Is

A customs declaration is a legal document submitted to HMRC that outlines details of goods entering or leaving the UK. It includes information about the shipment, such as the type of goods, their origin, value, and how they’re being transported.

You’ll need to submit one whether you’re moving goods by air, road, sea, or rail.

2. Make Sure You Have an EORI Number

Before you can even start a customs declaration, you must have an Economic Operator Registration and Identification (EORI) number that starts with GB. If you’re trading between Northern Ireland and the EU, you may also need a number starting with XI.

You can apply for an EORI number directly from HMRC – it’s free and usually processed within a few days.

3. Gather Key Commercial Documents

1. You'll need to collect all the necessary documents related to your shipment. These include:
   • Commercial Invoice – with full details of the goods, seller, buyer, and terms of sale (Incoterms).
   • Packing List – showing the quantity and type of goods in each package.
   • Transport Documents – e.g. Air Waybill, Bill of Lading, or CMR.
   • Licences or Certificates – if your goods are restricted (e.g. food, chemicals, or technology).
   Keep digital copies ready – ideally in PDF format.

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4. Know the Commodity Codes (HS Codes)

Every product has a specific commodity code used to identify goods for customs, taxes, and duty rates. You can find the correct code by using the UK Government’s Trade Tariff Tool.

Using the wrong code could result in overpaying duties or non-compliance.

5. Determine the Customs Value of Your Goods

You’ll need to accurately calculate the customs value, which usually includes:

• The invoice value (excluding VAT)
• Insurance and freight costs
• Any additional charges that form part of the sale

This value is used to determine import duties and VAT.

6. Choose a Customs Agent (or Do It Yourself)

If you don’t have the time or expertise to submit a declaration yourself, you can appoint a customs agent or broker to act on your behalf. Make sure they are registered and reputable.

You’ll typically need to provide them with a signed authorisation form – which can be a general authorisation or shipment-specific.

7. Stay Updated with 2025 Changes

In 2025, new digital systems are being rolled out, including CDS (Customs Declaration Service) replacing CHIEF entirely. It’s essential to ensure that your business is registered for CDS and ready to use it for all future declarations.

Additionally, the UK government is increasing compliance checks, so accuracy in your paperwork is more important than ever.

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Clearing Customs with Confidence

Navigating customs in 2025 doesn’t have to be complex. When you're equipped with the right knowledge, documents, and support, moving goods across borders becomes a streamlined part of doing business — not a headache.

Whether you’re handling declarations yourself or working with a partner like Customs Flow Declare, preparation is the key to staying compliant, saving time, and avoiding unnecessary costs.

As the landscape continues to evolve, one thing stays the same: being proactive beats being reactive — every time.

Need clarity on your next declaration?

Our team’s here to guide you through it — simply, reliably, and without the jargon.