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Customs Border Declaration

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Customs Border Declaration

Parties

WHEREAS

WHEREAS, Declarant Name: intends to enter or transit goods at the border and requires declaration, assessment of duties, and facilitation of lawful clearance; and

WHEREAS, Authorized Customs Agent: is duly authorized to act on behalf of the Declarant for the limited purpose of preparing, filing and representing the Declarant in customs clearance proceedings under the terms set forth herein; and

WHEREAS, the parties desire to record the nature of the goods, the services to be performed, the financial terms for such services and the respective obligations and certifications of the parties.

Arrival and Conveyance Information

Port of Entry:     Date of Arrival:

Conveyance (flight/vessel/vehicle):     Bill/Manifest No.:

Scope of Work (Goods Description and Services)

The Declarant provides the following description of goods and authorizes the Agent to perform the listed services. The Agent shall act only within the authority granted below and in accordance with applicable laws and regulations.

Goods for commercial use: Yes     Permits or licenses required: Yes

Payment Terms

Declarant agrees to pay the Agent for services rendered and any assessed duties, taxes and fees as follows.

Term and Termination

This Declaration and the accompanying authority for the Agent to act commences on and shall continue until unless earlier terminated in accordance with this section.

Either party may terminate this Declaration upon days' written notice to the other party. Termination shall not relieve the Declarant of liability for duties, taxes, fees or costs incurred prior to termination nor for fees due for services performed.

Confidentiality

Each party shall maintain in confidence all non-public information disclosed by the other party in connection with this Declaration and shall not disclose such information except (a) as required by law, (b) to its employees or contractors who have a need to know in order to effect the services described herein and who are bound by confidentiality obligations no less protective than those herein, or (c) with the prior written consent of the disclosing party. Confidential information does not include information that is or becomes publicly available other than through breach of this obligation.

Governing Law

This Declaration shall be governed by and construed in accordance with the substantive laws of the jurisdiction of the port of entry, without regard to conflict of law principles. The parties submit to the exclusive jurisdiction of the courts located therein for any dispute arising out of or relating to this Declaration.

Entire Agreement

This Declaration, including the Scope of Work and payment provisions set forth above, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior agreements, understandings, negotiations and representations, whether written or oral.

Certification and Declaration

By signing below, the Declarant certifies under penalty of perjury that the information provided in this Customs Border Declaration is true, correct and complete to the best of the Declarant's knowledge. The Declarant acknowledges that knowingly filing a false declaration or making a false statement may subject the Declarant to civil and criminal penalties.

Consent to inspection and verification: The Declarant consents to inspection of the declared goods, supporting documentation and records by the Agent or authorized officials as necessary to verify compliance with applicable laws and regulations.

I certify: I hereby declare the accuracy of the information above and authorize the Agent to act on my behalf limited to the scope described herein.

Electronic consent to processing and signature: I consent to electronic processing of this Declaration and accept electronic signature as an original for all purposes.

Declarant Printed Name:

By:

Date:

Authorized Agent Printed Name:

By:

Date:

Enter text✕

What the Customs Border Declaration Is and When it Applies

A Customs Border Declaration is the formal statement travelers or shippers provide to U.S. Customs and Border Protection (CBP) or a customs authority describing personal goods, commercial cargo, and customs-related facts at a port of entry or exit. It records itinerary, items carried, country of origin, value, and any dutiable merchandise. For international travelers this commonly takes the form of CBP arrival/departure declarations or electronic submissions required at airports, seaports, and land crossings. Accurate declarations support lawful entry, duty assessment, and inspections by customs officers.

Why an Accurate Declaration Matters

Completing the Customs Border Declaration correctly reduces inspection delays, avoids fines or seizure of goods, and ensures compliance with CBP requirements. Accurate information supports correct duty calculation and helps maintain a clear travel and import/export record.

Why an Accurate Declaration Matters

Who Completes a Customs Border Declaration

Multiple parties must complete or provide information for customs declarations depending on the context: travelers, carriers, freight forwarders, and customs brokers.

  • International travelers and crew providing arrival/departure information and declaring personal goods.
  • Airlines, vessel operators, and trucking companies transmitting passenger and cargo manifests to customs.
  • Customs brokers and freight forwarders preparing commercial declarations and duty payment documentation.

Each party’s role affects what fields they complete and what supporting documents they must attach.

Core Components of a Professional Customs Border Declaration

A professional declaration includes identity, travel and transport details, a clear description of goods, values and origin, applicable tariff classifications, payment or bond information, and a signer’s attestation. Each component must be complete to avoid processing delays.

Traveler Identity

Full legal name and government-issued ID number (passport or trusted traveler ID). Matching ID at inspection expedites verification and admissibility determinations.

Travel Details

Flight or vessel number, port of entry, arrival date, and final destination. These fields link the declaration to the specific arrival event and to passenger manifests.

Goods Description

Clear item descriptions, quantities, and use (personal vs. commercial). Ambiguous descriptions can trigger inspection, valuation disputes, and duty reassessments.

Value & Origin

Declared value in U.S. dollars and country of origin for each item. Values determine duties; origin affects tariff treatments and trade preference eligibility.

Tariff/HTS Codes

Harmonized Tariff Schedule (HTS) or commodity codes for commercial shipments. Correct classification affects duty rates and admissibility requirements.

Attestation

Signer’s declaration certifying accuracy under penalty of law. The attestation should include printed name, signature (electronic or handwritten), and date.

Required Data Elements at a Glance

Full Legal Name: Traveler or shipper name
Passport or ID: Passport number and issuing country
Transport Details: Flight/vessel number
Items Declared: Brief merchandise list
Declared Value: Monetary total in USD
Signature: Signed attestation

Step-by-Step: Completing the Declaration

Use this ordered checklist when filling out the declaration to ensure completeness before submission or presentation to an officer.

  • 01
    Collect Documents: Gather passport, tickets, invoices, and commercial invoices.
  • 02
    Record Transport Info: Enter carrier and flight/vessel details exactly.
  • 03
    Describe Goods: List items, quantities, values, and origins.
  • 04
    Sign and Submit: Provide attestation and keep a copy for records.

Where Declarations Are Filed or Presented

Declarations are filed according to how you travel or ship goods; options include physical presentation to CBP, electronic pre-arrival filing, or carrier-facilitated submission.

  • At Port of Entry: Hand the declaration to the CBP officer during primary inspection.
  • Electronic Pre-Arrival: Submit via required e-manifest or passenger data systems before arrival.
  • Carrier Transmission: Airline or vessel transmits passenger and cargo data to customs.
  • Customs Broker Filing: Brokers submit commercial entries and pay duties on behalf of importers.

Configuring an Online Declaration Workflow

If you collect customs declarations electronically, configure fields, signer authentication, and routing to match CBP or carrier requirements.

Field Configuration
Identity Field Require passport number; enforce exact format
Goods Detail Field Make line-item entries mandatory
Value Field Set currency and numeric validation rules
Attestation Field Add electronic signature and timestamp

Digital Signing and eSubmission Essentials

Electronic collection requires secure transport, signer identification, and an auditable record that meets federal and carrier policies.

  • Authentication: Email, SMS code, or stronger methods
  • Integrations: Support for airline, CBP, or broker systems
  • File Formats: PDF, DOCX, or structured XML

Timing: When to File or Present Declarations

Timing varies by transport mode and regulatory requirement; ensure declarations are provided at the moment required by the carrier or customs authority.

Arriving Travelers:

Present declaration to CBP upon arrival.

Pre-Arrival Cargo:

Submit e-manifest or entry information by carrier deadlines.

Commercial Entries:

File entry documentation before cargo release.

Duty Payment:

Pay duties when entry is liquidated or per broker terms.

Record Keeping:

Retain copies as required by law or policy.

Common Pitfalls to Avoid

  • Incomplete item descriptions that lack quantity, value, or country of origin often trigger inspections and delays at the port of entry.
  • Using estimated values rather than fair market value can lead to reassessment, penalties, or seizure of goods by customs authorities.
  • Failing to match traveler name or passport number to boarding or manifest records can cause secondary inspection or denied entry.
  • Attempting to submit incompatible electronic formats or unsigned attestations may render an electronic declaration noncompliant with carrier or agency requirements.

Penalties and Risks of Incorrect Declarations

Fines and Penalties: Civil penalties and fines
Seizure: Goods may be detained or forfeited
Criminal Liability: Intentional misstatements can trigger prosecution
Travel Consequences: Secondary inspection or denial of entry
Increased Scrutiny: Frequent errors can prompt audits
Customs Holds: Delays in cargo release

Real-World Examples of Electronic Declarations

Organizations and travel operators have moved many declaration workflows online to simplify collection and preserve audit records.

Tim Martin — Martin Properties

Tim Martin found online signatures streamlined cross-border document flow for corporate travel

  • The platform captured signatures and timestamps for each traveler
  • He reported improved compliance and faster document return without in-person processing, reducing administrative follow-up for property-related travel.

Dan Rotelli — BIS

BIS used secure e-forms to collect shipment declarations across multiple locations

  • Centralized templates ensured consistent data capture
  • The result was a consistent audit trail and fewer manual entry errors for international shipments.

eSignature Vendor Comparison for Submitting Declarations

Many organizations use eSignature platforms to collect attestations and preserve audit trails. Below is a concise pricing and capability comparison; signNow is listed first per table convention.

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 7-day free trial, no card No No Yes, limited Yes, limited
Bulk Send Yes (select plans) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA available) Yes Yes No No

Frequently Asked Questions About Customs Border Declarations

Answers to common operational and legal questions about preparing, submitting, and retaining customs declarations.


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