The authorized representative of the importer of record or an appointed customs broker typically signs or certifies the form. Ensure the signer has authority to bind the importing entity and that their identity is documented.

Can this form be signed electronically?

Yes. Electronic signatures that meet ESIGN and UETA standards (15 U.S.C. §7001 and state UETA laws) are acceptable where not precluded by a specific statutory exception; ensure intent, consent and retention requirements are met.

What supporting documents are required?

Common attachments include the commercial invoice, packing list, bill of lading or airway bill, licenses or permits for controlled goods, and any certificates of origin required for preferential tariff treatment.

What if I enter the wrong HS code?

Incorrect classification can lead to back duties, fines or reclassification. Work with a customs broker or legal advisor to correct entries and document the rationale used for classification.

How long must I keep clearance records?

Retain records at least three years for tax and customs audit purposes (see IRC §6501(a)); regulated industries may have longer retention requirements such as HIPAA’s six‑year rule (45 CFR §164.530(j)).

How do I amend a submitted entry?

Follow customs procedures for post‑entry corrections or filing an adjusted entry. Timely corrections avoid penalties, but procedures and timeframes vary by customs authority and entry type.

Electronic Signature
Templates
Finance
Custom Clearance Form

Custom Clearance Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

COMMERCIAL INVOICE / FACTURE COMMERCIALE

Form must be completed in English / Ce formulaire doit être rempli en anglais

1. Shipper, Exporter Name and Address / Nom et adresse de l’expéditeur/l’exportateur

Contact / Personne-ressource

Phone / N° de tél.

Customs Clearance By
Dédouanement effectué par

UPS SUPPLY CHAIN SOLUTIONS

2. Consignee Name and Address / Nom et adresse du destinataire

Tax I.D. Number / N° d’identification aux fins de l’impôt

Contact / Personne-ressource

Phone / N° de tél.

3. Producer Name and Address / Nom et adresse du fabricant

4. Sold To Party (if different than consignee) / Vendu à (si autre que le destinataire)

Tax I.D. Number / N° d’identification aux fins de l’impôt

Contact / Personne-ressource

Phone / N° de tél.

5. Parties to this transaction are (check applicable box) / Les parties impliquées dans cette transaction

Related / Sont apparentées Not Related / Ne sont pas apparentées Other (specify) / Autre (spécifier)

6. Gross Shipment Weight / Poids brut de l’envoi

LBS / KG (circle one / encercler une mesure)

7. Terms of Sale / Conditions de la vente

8. Brokerage and Duty Charges Billed To / Droits et frais de dédouanement facturés au(à l’)

Consignee / Destinataire Shipper / Expéditeur Other (specify) / Autre (spécifier)

9. Invoice Number and Date / N° et date de la facture

10. Currency of Sale / Vente conclue en devises

CAD/CAN USD/US Other (specify) / Autre (spécifier)

11. Country of Origin

Pays d’origine

12. Description of Goods (include marks and numbers)

Description des marchandises (indiquer les marques et numéros)

13. Quantity

Quantité

14. Unit Cost

Coût unitaire

15. Total Cost

Coût total

16. If goods are not being sold, state reason for exportation / Si les marchandises ne sont pas vendues, indiquer la raison de l’exportation

17. Additional Costs (Specify reason and amount)

Coûts supplémentaires (spécifier la raison et le montant)

18. NAFTA Certification / Certification ALÉNA

(sign below only if goods qualify for NAFTA benefits and are valued at less than $2,500 USD)

I certify that / J’atteste que :

– The information on this document is true and accurate...

– I agree to maintain, and present upon request...

– The goods originated in the territory of one or more of the Parties...

– This Certificate consists of ________ pages, including all attachments.

Signature

Title / Titre

Date

19. Invoice Total / Total de la facture

Signature

Title / Titre

Date

What the Custom Clearance Form Is and when it’s used

A Custom Clearance Form documents the shipment-level data customs authorities and carriers require to clear imported goods for release. It consolidates details such as importer of record, consignee, commodity descriptions, Harmonized System (HS) tariff codes, declared value, country of origin, transport documents and any required permits or licenses. Carriers, customs brokers and importers use the form to calculate duties, taxes and fees, verify compliance with quotas or controlled‑goods rules, and support release at the port or inland entry point.

Why an accurate Custom Clearance Form matters

A correct form reduces release delays, supports accurate duty calculation, and minimizes risk of seizures or penalties under customs law. It creates a single authoritative record that freight forwarders, brokers, and customs officials can rely on throughout the arrival, inspection and payment process.

Who completes and relies on this form

The form is prepared and used by multiple parties in international trade to meet regulatory and carrier requirements.

Importer or Importer of Record — Submits legal ownership and payment responsibility details to customs and brokers.
Customs Broker or Freight Forwarder — Prepares tariff classification, duty calculation and files the entry with customs.
Carrier (Air/Sea/Truck) — Verifies transport documents and confirms arrival details required for release.

Clear allocation of responsibilities among these parties improves speed and reduces rework during importation and release.

Primary signers and their roles

Importer of Record

A company or individual legally responsible for reporting and paying customs duties. They must provide accurate entity details, tax identification, and ensure required permits are available before signing or authorizing clearance.

Customs Broker

An authorized agent who prepares and files entry documentation on behalf of the importer, certifies classification and valuation, and coordinates payments and inspections with customs authorities.

Essential fields you must include

Importer name: Full legal name

Consignee address: Street, city, state, ZIP

Commodity description: Clear item description

HS code: Six to ten digits

Declared value: Currency and amount

Country of origin: Two-letter country

Key risks and penalties for inaccurate filings

Under‑declaration: May trigger duties and fines

Incorrect HS code: Can cause misapplied duties

Missing permits: Leads to detention or seizure

Late submission: Delays release and adds storage

False statements: Possible civil or criminal penalties

Mismatched invoices: Triggers audits and adjustments

Common preparation mistakes to avoid

Using a generic commodity description that fails to specify material, use, or model, which leads to incorrect HS classification and duty rates.
Submitting invoices or packing lists with inconsistent values or currencies, causing customs to delay release while they reconcile documentation.
Omitting required permits or licenses for controlled goods such as food, pharma, or electronics that require agency preclearance.
Failing to confirm the importer of record and tax ID, which can create billing disputes and repayment responsibilities later.

Step-by-step: completing a Custom Clearance Form

Follow these sequential steps to assemble a compliant submission and minimize customs processing time.

01

Collect documents: Gather invoice, packing list, B/L and permits.
02

Classify goods: Assign HS code and tariff classification.
03

Determine value: Declare customs value in USD and note currency.
04

Submit entry: File through broker or electronic portal.

Configuring an online clearance workflow

Set up a repeatable digital process that combines file upload, data capture, signer routing and secure submission to customs or your broker.

Field	Configuration
Document Upload	Accept PDF and PDF/A; enable multi-file upload
Signature Field	Require eSignature or digital certificate for authorized parties
Authentication	Use email plus SMS code or stronger methods
Routing	Sequential routing: preparer → broker → importer

Where to send the completed form

Depending on your process, send the completed form to one or more destinations: customs authority, customs broker, and carrier documentation teams.

Customs entry portal: Broker files entry with customs electronically
Customs broker: Broker receives and submits supporting docs
Carrier documentation: Carrier receives arrival and release info
Importer records: Importer retains signed clearance packet

Core sections of a professional clearance form

A comprehensive form groups legal declarations, commodity and value data, licensing, and transport details so customs and carriers can process release and audits without follow‑up requests.

Legal declaration

Signed statement certifying that the information is true and correct, often required for customs compliance and potential audits.

Commodity details

Full product description, quantity, unit of measure and packaging details to support classification and inspection.

Tariff classification

HS code and subheading with explanation of classification basis to justify duty treatment during audits.

Valuation and currency

Declared customs value, currency and basis for valuation (transaction value, adjustments) for duty calculation.

Permits and licenses

List of any agency permits, FDA/USDA entries, or export/import licenses required for restricted goods.

Transport references

Bill of lading, airway bill, container numbers and arrival details to link the form to physical cargo.

Technical requirements for digital completion and submission

Use a platform that supports secure file formats, signer authentication, and maintains an auditable trail for customs and internal records.

File formats: PDF, PDF/A, DOCX supported
Authentication: Email + SMS or stronger
Integrations: API and SFTP access

Typical timing and processing expectations

Processing timelines vary by port, carrier and inspection status; plan for steps tied to arrival, inspection, duty payment and final release.

Pre‑arrival filing:

Submit documents before or on arrival to expedite release

Release window:

Release depends on inspection and duties; timing is port and carrier dependent

Post‑entry adjustments:

Corrections or reconciliations follow customs procedures and may trigger audits

Bond expiry and claims:

Bonded entries have specific claim windows and conditions

Appeals and protests:

Follow customs appeal procedures for classification or valuation disputes

eSignature vendor comparison for completing and signing clearance forms

Common vendor features relevant to clearance workflows: starting price, trial availability, bulk send, audit trail and HIPAA BAA availability for regulated documents.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Custom Clearance Form

Answers address common execution, submission and compliance concerns for importers, brokers and carriers.

Need help? Contact support

Who signs the form?
The authorized representative of the importer of record or an appointed customs broker typically signs or certifies the form. Ensure the signer has authority to bind the importing entity and that their identity is documented.
Can this form be signed electronically?
Yes. Electronic signatures that meet ESIGN and UETA standards (15 U.S.C. §7001 and state UETA laws) are acceptable where not precluded by a specific statutory exception; ensure intent, consent and retention requirements are met.
What supporting documents are required?
Common attachments include the commercial invoice, packing list, bill of lading or airway bill, licenses or permits for controlled goods, and any certificates of origin required for preferential tariff treatment.
What if I enter the wrong HS code?
Incorrect classification can lead to back duties, fines or reclassification. Work with a customs broker or legal advisor to correct entries and document the rationale used for classification.
How long must I keep clearance records?
Retain records at least three years for tax and customs audit purposes (see IRC §6501(a)); regulated industries may have longer retention requirements such as HIPAA’s six‑year rule (45 CFR §164.530(j)).
How do I amend a submitted entry?
Follow customs procedures for post‑entry corrections or filing an adjusted entry. Timely corrections avoid penalties, but procedures and timeframes vary by customs authority and entry type.

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