Can the form be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally valid for most commercial documents. Exceptions include certain wills and court orders; ensure the signer can consent and the record is retained.

Is notarization required for customs filings?

Not typically required for routine Customs Order Forms. Certain transactions or country-specific import procedures may require notarized affidavits, certificates of origin, or RON for international parties. Verify specific agency or consignee requirements before submission.

What happens if the HS code is incorrect?

An incorrect HS classification can lead to underpaid duties, customs penalties, forced reclassification, or seizure. Anti-dumping or quota misclassification carries additional risk. Engage a customs broker or legal counsel to amend entries and mitigate penalties promptly under CBP procedures.

How long must I retain the form?

Retain customs records in line with federal and industry rules: at minimum three years per IRC §6501(a) for tax records, and often up to six years for HIPAA-covered healthcare records (45 CFR §164.530(j)). State rules may extend these periods.

Can a customs broker sign on behalf of the importer?

A broker may sign under a power of attorney or specific authorization if law and the parties' agreement permit it. The form should cite the authority basis and attach a valid power of attorney to avoid challenges during customs review.

Can I eFile entries to CBP directly?

Yes—many entries are transmitted electronically via ACE/ABI by licensed brokers or filers. Transmission requires system compatibility, correct format, and timing rules. Confirm with CBP and your broker that the eFiling meets data and authentication requirements.

Electronic Signature
Templates
Finance
Customs Order Form

Customs Order Form

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

What the Customs Order Form Is and when it’s used

The Customs Order Form is a standardized document used to instruct customs brokers, carriers, or import/export agents to clear goods through U.S. customs on behalf of an importer or exporter. It records shipment details, tariff classifications, origin, value, consignee information, and routing instructions, and it supports necessary customs declarations and duties assessment. Organizations use it to ensure accurate duty calculation, regulatory compliance, and timely release of cargo. The form can be completed by the shipper, customs broker, or licensed agent and retained as part of the transaction record for audit purposes.

Why a complete Customs Order Form matters

A Customs Order Form centralizes shipment instructions and customs data, reducing clearance errors, supporting accurate tariff and duty calculation, and shortening release times. Properly completed forms lower the risk of fines, shipment delays, and costly post-entry corrections.

Typical parties who prepare or approve the form

Parties responsible for preparing or authorizing Customs Order Forms include importers, customs brokers, freight forwarders, and logistics managers handling compliance and clearance.

Importers: companies that own goods and instruct brokers on customs clearance procedures.
Customs brokers: licensed agents who prepare declarations, classify goods, and submit entries.
Freight forwarders and carriers: provide shipment details, routing, and arrival information for filings.

Step-by-step: completing the Customs Order Form accurately

Follow these steps to complete the Customs Order Form accurately and avoid common entry and duty calculation errors.

01

Identify Parties: Enter importer, exporter, consignee, and broker names and contact details.
02

Describe Goods: Provide HS tariff codes, product descriptions, quantities, and unit values.
03

Set Origin & Value: Declare country of origin and transaction value including currency.
04

Sign & Date: Authorized signer enters printed name, signature, title, and effective date.

How to share and submit the completed form

Determine distribution channels and technical requirements when sharing the completed Customs Order Form to streamline eSubmission and records management.

Email: Send secure PDF with audit metadata.
Secure Portal: Upload to broker or carrier portal.
API / EDI: Automated transfer to customs systems.

Configuring an online workflow for customs submissions

Configure your online workflow to collect, validate, and route Customs Order Forms to brokers, carriers, and internal approvers automatically.

Workflow field and configuration details	Configuration options and typical values
Signer authentication method and strength	Email link, SMS code, or KBA per transaction risk.
Field validation and auto-fill rules	Set mandatory fields, formats (MM/DD/YYYY), and conditional visibility.
Routing, approvals, and recipient order	Define signer order, parallel approvals, and escalation contacts.
Delivery format and retention policy	Choose PDF/A archival, encryption, and automatic storage location.

Typical eSubmission workflow for the Customs Order Form

Typical eSubmission flow for the Customs Order Form, from creation to customs filing and archival.

Upload: Upload native PDF or DOCX to the signing platform or portal.
Place Fields: Add signature, date, and data fields with conditional rules.
Authenticate: Choose email, SMS, or stronger KBA/ID verification for signers.
Submit: Transmit to customs broker, file electronic entry, and archive.

Core sections every professional Customs Order Form should include

A professional Customs Order Form includes clear party identification, accurate tariff classification, full shipment details, verified values, routing instructions, and signatory authority to support customs clearance.

Party Identification

Provide legal names, addresses, contact information, and tax identifiers (EIN/TIN). Indicate whether the importer or a third-party broker is responsible for duties and customs compliance to establish legal liability.

Commodity Details

List commercial description, material composition, quantity, gross and net weight, packaging details, and the Harmonized System (HS) code down to the required digit level for tariff determination and statistical reporting.

Value Declaration

Declare invoice value, currency, terms of sale (Incoterm), and any discounts or adjustments. Include exchange rates and conversion methodology when reporting values in U.S. dollars for duty calculation.

Origin & Preferential

Specify country of origin and any preferential treatment claim (e.g., free trade agreement). Attach certificates of origin when required to support reduced tariff or quota eligibility during customs review.

Routing & Handling

Provide intended port of entry, final destination, carrier details, and handling instructions for bonded warehouses, transshipment, or immediate delivery. Clear routing prevents misfiling and delayed release at ports.

Authorized Signatory

Include printed name, title, authority basis (power of attorney or corporate resolution), signature, and date. Record who prepared the form and retain supporting authorization documents for audits.

Security and compliance elements to protect customs records

Encryption in Transit: TLS 1.2 and TLS 1.3 encryption

Encryption at Rest: AES-256 encryption for stored records.

Compliance Certifications: HIPAA, SOC 2 Type II, ISO 27001

Access Controls: Role-based access and MFA available.

Audit Trail: Complete timestamped signing history stored.

Data Privacy: GDPR and CCPA compliance frameworks.

Penalties and common risks from incorrect forms

Incorrect HS Code: Underpaid duties, penalties.

Missing TIN: Backup withholding risk.

Late Filing: Delays, storage fees, fines.

False Origin Claim: Seizure, penalties, reputational harm.

Unsigned Form: Customs rejection or delay.

Insufficient Documentation: Audits and costly amendments.

Timing rules and filing windows that affect clearance

Be aware of filing windows, entry deadlines, and document retention rules that affect duty assessment and release timing.

Advance filing via ACE/ABI systems:

Submit required entries before vessel arrival when mandated by CBP.

Immediate transportation and entry filing:

File entry to obtain release for transport to destination.

Informal entry threshold and clearance rules:

Low-value shipments may follow simplified entry processes.

Post-entry amendments and protest deadlines:

Amendments or protests must meet CBP timing and documentation requirements.

Record retention requirements for customs documentation:

Maintain records as required for audits; retention often extends multiple years.

Vendor pricing and feature snapshot for eSignature use with customs documents

Comparison of common eSignature vendor pricing and key features to inform platform selection for electronic Customs Order Form signing and compliance.

	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	Offer varies by vendor and plan	Offer varies by vendor and plan	Offer varies by vendor and plan	Offer varies by vendor and plan
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 Customs Order Form

Answers to common questions about completing, signing, and submitting a Customs Order Form, including eSignature and retention considerations.

Need help? Contact support

Can the form be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally valid for most commercial documents. Exceptions include certain wills and court orders; ensure the signer can consent and the record is retained.
Is notarization required for customs filings?
Not typically required for routine Customs Order Forms. Certain transactions or country-specific import procedures may require notarized affidavits, certificates of origin, or RON for international parties. Verify specific agency or consignee requirements before submission.
What happens if the HS code is incorrect?
An incorrect HS classification can lead to underpaid duties, customs penalties, forced reclassification, or seizure. Anti-dumping or quota misclassification carries additional risk. Engage a customs broker or legal counsel to amend entries and mitigate penalties promptly under CBP procedures.
How long must I retain the form?
Retain customs records in line with federal and industry rules: at minimum three years per IRC §6501(a) for tax records, and often up to six years for HIPAA-covered healthcare records (45 CFR §164.530(j)). State rules may extend these periods.
Can a customs broker sign on behalf of the importer?
A broker may sign under a power of attorney or specific authorization if law and the parties' agreement permit it. The form should cite the authority basis and attach a valid power of attorney to avoid challenges during customs review.
Can I eFile entries to CBP directly?
Yes—many entries are transmitted electronically via ACE/ABI by licensed brokers or filers. Transmission requires system compatibility, correct format, and timing rules. Confirm with CBP and your broker that the eFiling meets data and authentication requirements.

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