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Practical guide to import customs clearance in the EU. CN classification, duty, VAT, MRN declaration — all in one place with an online calculator.
Customs clearance is the set of formalities required to legally bring goods from outside the European Union into EU territory. During customs clearance, authorities verify the goods, their value, country of origin, HS/CN code, and applicable duties and VAT. A successfully completed clearance results in the release of goods and the issuance of an MRN number.
Are you importing goods from outside the European Union and don't know where to start? The entire process can be broken down into a few simple steps if you know what to look out for.
According to National Revenue Administration (KAS) data, the most common causes of delays and additional duty payments are errors in product classification (wrong CN code) and incorrectly calculated customs value. In practice, this means: inspection, correction, penalties — and above all, stress. This can be avoided.
In this guide, I'll walk you through the entire import customs clearance process — from finding the correct customs code, through calculating duties (customs duty, VAT, additional fees), to submitting the customs declaration and obtaining the MRN number.
Common pitfalls we'll cover:
What you'll gain from reading:
You don't need to memorize all the regulations. You just need to know where to find information and how to use the right tools.
Find CN code → TARIFF FINDER
Calculate duty and VAT → DUTY AND VAT CALCULATOR
Before declaring your goods, prepare the necessary set of documents. Complete documentation is key to smooth clearance — missing even one element can delay goods release by several days.
Required documents (minimum):
Start with the code — find it using TARIFF FINDER. Calculate duty/VAT — use DUTY AND VAT CALCULATOR.
This is the absolute foundation. What does customs clearance involve step by step? You start with proper classification: the HS/CN code determines the duty rate, required documents, and sometimes additional procedures (e.g., sanitary, security). Wrong code = risk of additional duty, customs inspection, and delays.
Once you have the code, check rates in TARIC/ISZTAR (EU/Poland). Then calculate customs duties and VAT. Remember the customs value (CIF: goods value + transport to EU border + insurance).
Incoterms and customs value: Customs value depends on the applicable Incoterms rules. If you buy on EXW or FCA terms, you must add transport costs to the EU border to the goods value. With CIF/CIP, these costs are already included in the price. With FOB, you add sea/air freight. Incorrect customs value calculation is one of the most common import mistakes.
Quick reference — Incoterms vs Customs Value:
| Incoterms Rule | Is transport included in goods price? | Add transport to Customs Value? |
|---|---|---|
| EXW | No | YES (from supplier's door to EU border) |
| FOB / FCA | Partially | YES (freight/flight cost to EU border) |
| CIF / CIP | Yes | NO (cost already in invoice price) |
| DDP | Yes | NO (everything included, incl. duty/VAT) |
Consider:
Dependencies:
Check if you qualify for deferred VAT (Art. 33a of Polish VAT Act) — see FAQ.
Calculate online → DUTY AND VAT CALCULATOR
You can submit a customs declaration yourself (PUESC) or through a customs agency/broker. After submitting the declaration, the office assigns an MRN (Movement Reference Number) — this is your case identifier and certified customs declaration after goods release.
Practical note: Self-filing declarations via PUESC is technically complex — it requires knowledge of XML schemas, procedure codes, and specialized software. In practice, most businesses use customs agencies that have integrated systems and experience with specific customs offices.
What is MRN? It's a unique reference number in customs systems used by the customs office, carrier, and recipient. It enables status tracking (e.g., whether the shipment is under inspection or cleared).
Incomplete customs declaration: in exceptional situations, you can submit an incomplete declaration (e.g., missing document). After submission, you must provide the missing information within the deadline set by the customs office. This is a form of simplified clearance provided by the Union Customs Code.
Customs and tax authorities may conduct inspection: documentary, physical (goods examination), security, compliance with other customs procedures. If everything is in order, goods are released and you can continue international trade (e.g., delivery to destination, storage, sale).
Check the basis for charges before inspection arrives → DUTY AND VAT CALCULATOR
After customs clearance:
Generate calculation report → DUTY AND VAT CALCULATOR
Key differences in air, sea, and courier (DHL/FedEx) clearance:
Clearance time:
Cost:
Documents:
Administrative involvement:
The duration of customs clearance depends on many factors: type of transport, document completeness, customs office workload, and whether the shipment has been selected for inspection.
Approximate clearance times:
What can extend clearance time?
How to speed up clearance?
| Clearance variant | Typical time | Costs (approximate) | Key documents |
|---|---|---|---|
| Courier (DHL/FedEx) | few hours – 1 day | operator customs fee + duty + VAT | commercial invoice, shipment data, CN code, EORI number |
| Air (cargo) | 1–2 days | air freight + handling + agency + duty/VAT | invoice, packing list, AWB, CN code, EORI, possibly certificate of origin |
| Sea (FCL/LCL) | 1–3 days after unloading | sea freight + THC/terminal + agency + duty/VAT | invoice, packing list, B/L, CN code, EORI, possibly certificate of origin |
| Mistake | Consequences | Solution |
|---|---|---|
| Wrong HS code | Wrong rates and penalties | Verify in TARIFF FINDER + analyze CN descriptions |
| Missing EORI number | System rejects declaration | Apply for EORI number in advance (PUESC) |
| Undervalued invoice | Additional payments, penalties | Accurate commercial invoice and payment proof |
| Wrong Incoterms (e.g., DDP unprepared) | Unexpected costs | Match Incoterms to your import capability |
| Missing origin proof for preference | Lose 0% duty | Verify origin rules and documents (REX, EUR.1) |
| Incomplete declaration data | "To clarify" status | Use incomplete declaration, but complete within deadline |
| Missing agency authorization | Clearance blocked | Prepare power of attorney and signature samples |
| Not including transport/insurance costs | Underpaid VAT | Calculate correctly in DUTY AND VAT CALCULATOR |
Disclaimer: Rates/amounts are approximate. Verify actual rates in TARIC/ISZTAR and calculate using DUTY AND VAT CALCULATOR.
How does courier customs clearance work? Couriers (e.g., DHL/FedEx) typically submit the customs declaration as representatives, requesting the commercial invoice, payment confirmation, and CN code. You confirm the rates and pay the duties.
Legal basis: You only add transport costs to the point of entry into the EU customs territory to the customs value (pursuant to Art. 71(1)(e) of the Union Customs Code). Transport costs within the EU are not included in customs value but may be added to the VAT base.
Calculate automatically — DUTY AND VAT CALCULATOR
Courier: usually same day. Air: typically 1–2 days. Sea: 1–3 days after unloading (depends on terminal and customs office). Delays mainly result from missing data or inspections.
No. You can submit a customs declaration yourself (PUESC). However, a customs agency speeds up the process and ensures compliance (especially for your first customs clearance).
MRN (Movement Reference Number) is the reference number assigned by the customs system after accepting the declaration. You use it to track status, and after release it appears on the certified customs declaration.
Yes. In Poland, there's a mechanism for settling VAT in the declaration (without payment at the border) if you meet the conditions (active VAT registration, no arrears, compliance with Art. 33a of the VAT Act). This reduces import financing costs.
Couriers operate in automated mode and often as representatives — fewer formalities on your side, but operator fees. Air/sea involve terminals and agencies, giving more control for large volumes.
Yes. Under customs procedures, simplified clearance can be used (e.g., entry in records, incomplete declaration) when you meet conditions and obtain permits.
Submit an incomplete declaration and complete the documents (e.g., certificate of origin) within the deadline set by the customs office. You'll avoid unnecessary delays.
Yes. For export, you submit an export customs declaration (procedure 10xx). Similar rules, different legal bases. Ensure the customs border and exit customs office are correctly indicated.
| Legal act | Scope |
|---|---|
| Regulation (EU) 952/2013 | Union Customs Code (UCC) — basic EU customs provisions |
| Regulation (EU) 2015/2446 | UCC Delegated Regulation — detailed rules |
| Regulation (EU) 2015/2447 | UCC Implementing Regulation |
| Polish VAT Act (Journal of Laws 2024, item 361) | Art. 33a — deferred VAT on imports |
| Regulation (EEC) 2658/87 | Combined Nomenclature (CN) and Common Customs Tariff |
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This article is for informational purposes only and does not constitute legal or tax advice. Legal status as of January 2026.
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