Guide to Filling Out Customs Declarations Accurately and Quickly

A customs declaration is a special document commonly used in import-export activities. However, not everyone knows the correct procedure for filling it out, especially those who are inexperienced in this field. In today’s article, 3W Logistics will provide a detailed guide on how to fill out a customs declaration to ensure the process is smooth and fast.

1. What is a Customs Declaration?

A customs declaration is a document used by the cargo owner to report complete information about a shipment, including: commodity codes, origin, quantity, weight, unit price, total value; the exporting/importing company; mode and means of transport; customs office at the border; tax obligations (import tax, special consumption tax, environmental protection tax, VAT), and customs instructions.

The person filling out the customs declaration must also provide other information such as: the tax code of the importer/exporter; tax code of the customs agent; tax code of the authorized person (if applicable)… The declarant is responsible for the accuracy of the information provided and must sign, print their full name, and stamp the document.

Below is the latest sample customs declaration form:

customs declaration form

Sample customs declaration for exported goods.

customs declaration form

Sample customs declaration for imported goods.

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2. How to Fill Out Information on the Customs Declaration

To ensure imported and exported goods reach the correct destination and clear customs smoothly, it is essential that all information is filled out accurately. Therefore, the person completing the declaration must understand how to correctly fill out the customs declaration form.

2.1. Instructions for Filling Out Information on Export Goods Declarations

Box positionContent
Box 01: ExporterThe declarant shall provide full name, address, telephone number, fax number and tax code of the Vietnamese trader selling goods to the foreign buyer; ID card or passport (if an individual).
Box 02: ImporterProvide full name, address, telephone number, fax number and code (if any) of the importing trader.
Box 03: Entrusting/Authorized partyProvide full name, address, telephone number, fax number and tax code of the entrusting trader or authorized customs declarant; ID card or passport if the authorized person is an individual.
Box 04: Customs brokerProvide full name, address, telephone number, fax number and tax code of the customs broker; contract number and date.
Box 05: TypeSpecify the export type.
Box 06: License numberProvide license number, issue date and expiry date (if any).
Box 07: ContractProvide contract number, signing date and expiry date (if any).
Box 08: Commercial InvoiceProvide invoice number and date (if any).
Box 09: Port of exportProvide port/location where goods are loaded for export.
Box 10: Country of importProvide final destination country (ISO 3166 code).
Box 11: Delivery termsSpecify agreed Incoterms.
Box 12: Payment methodSpecify payment method (L/C, T/T, etc.).
Box 13: CurrencyProvide currency code (ISO 4217).
Box 14: Exchange rateProvide exchange rate for tax calculation.
Box 15: Description of goodsProvide detailed description of goods as per contract.
Box 16: HS CodeProvide HS classification code.
Box 17: OriginProvide country of origin.
Box 18: QuantityProvide quantity/weight.
Box 19: UnitProvide unit of measurement.
Box 20: Unit priceProvide unit price.
Box 21: Total valueProvide total value.
Box 22: Export taxProvide tax value, rate and payable tax.
Box 23: Other chargesProvide other applicable fees.
Box 24: Total taxesProvide total tax amount (in numbers and words).
Box 25: Container detailsProvide container number, quantity, weight and stuffing location.
Box 26: Attached documentsList accompanying documents.
Box 27: SignatureProvide date, signature, full name, title and stamp.