What if the HS code is unknown?

If you cannot determine the correct HS code, consult your customs broker or the U.S. Customs and Border Protection tariff resources. Enter the best available description and note that classification may be updated before entry; incorrect classification can lead to duty re-assessment.

Can the form be signed electronically?

Yes. Electronic signatures meeting ESIGN and UETA requirements are widely accepted for commercial authorizations. Ensure the platform captures intent, signer attribution, and an audit trail to satisfy legal validity under 15 U.S.C. ch. 96 and applicable state UETA laws.

Who gets the signed copy?

Provide the signed form to the customs broker, carrier, accounts payable, and receiving warehouse. Maintain a signed copy in your records for the required retention period for audit and compliance.

Is notarization ever required?

Notarization is sometimes required for powers of attorney or certain declarations; requirements vary by state and document type. Check local rules and, where needed, obtain a notarized signature or use Remote Online Notarization if permitted.

What happens if details change after signing?

If material details change (value, consignee, or commodity), issue a revised form or amendment and capture signatures again. Notify the customs broker immediately to determine whether an entry correction or post-entry amendment is needed.

How do I correct a filed customs entry?

Work with your customs broker to file post-summary corrections or entry amendments per CBP procedures. Timely corrections reduce penalty risk; retain documentation of the correction and the rationale.

Import Order Form

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

IMPORT ORDER FORM

Parties

Importer (Buyer) Name: Importer Address:

Contact Person:

Phone:

Email:

Supplier (Seller) Name: Supplier Address:

Contact Person:

Phone:

Email:

Recitals

WHEREAS, the Importer named above (Importer) wishes to procure the goods and related import services described in this Import Order Form; and

WHEREAS, the Supplier named above (Supplier) represents that it is able to supply such goods in accordance with the specifications, delivery schedule and terms set forth herein; and

WHEREAS, the parties desire to set forth their agreement for this purchase and import arrangement as set forth below.

Scope of Work

Scope of Work (description of goods, quantities, specifications, packing and any inspection requirements):

Order Details

Order Number: Order Date:

Purchase Reference:

Incoterm (select applicable): FOB CFR CIF EXW DDP

Port of Loading:

Port of Discharge:

Container Type:

Goods and Pricing

Description

HS Code

Qty

Unit

Unit Price

Total

Total Order Value (currency and amount):

Payment Terms

Currency: Payment Method:

Deposit: Deposit Due Date:

Balance Payment Schedule:

Late Payment Fee:

Banking / Remittance Instructions (if required):

Term and Termination

Agreement Start Date: Agreement End Date (if applicable):

Either party may terminate for convenience with prior written notice of days.

Termination for cause: material breach, insolvency, or failure to cure a breach within days following notice.

If terminated, responsibilities for shipment, payment and return of goods:

Confidentiality

Each party shall maintain as confidential all non-public commercial, technical and financial information disclosed by the other party in connection with this Order (Confidential Information). Confidential Information shall not include information that is publicly known through no breach by the receiving party, independently developed without use of the disclosing party’s Confidential Information, or rightfully obtained from a third party without restriction.

The receiving party shall use Confidential Information solely for performance under this Order and shall not disclose it except to employees and permitted subcontractors with a need to know who are bound by confidentiality obligations no less protective than those herein. Remedies for breach include injunctive relief and recovery of damages.

I acknowledge that Confidential Information will be exchanged under this Order: Acknowledged

Shipping, Documentation & Customs

Estimated Time of Arrival (ETA): Gross Weight: Net Weight:

Required shipping documents (check applicable): Commercial Invoice Packing List Bill of Lading Certificate of Origin Inspection Certificate

Insurance:

Customs clearance responsibility: Importer Supplier

Additional shipping or customs instructions:

Representations, Governing Law & Entire Agreement

Each party represents and warrants that it has the authority to enter into this Order and that the goods will comply with the specifications, applicable laws and industry standards. Supplier warrants title to the goods and that they are free of third-party liens.

Governing Law: This Order shall be governed by and construed in accordance with the laws of the state of , without regard to conflict of laws principles.

Entire Agreement: This Import Order Form, together with any attachments and documents expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior discussions, proposals and agreements. Modifications must be in writing and signed by authorized representatives of both parties.

Miscellaneous

Remedies: Except as otherwise provided, the rights and remedies available to the parties under this Order are cumulative and in addition to any other rights at law or in equity.

Severability: If any provision of this Order is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Additional terms or notes:

Importer (Buyer) Printed Name:

By:

Date:

Supplier (Seller) Printed Name:

By:

Date:

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

An Import Order Form is a transactional document used by importers, customs brokers, and logistics providers to authorize purchase, shipment, and customs clearance of goods entering the United States. It consolidates supplier instructions, consignee details, commodity descriptions, Harmonized System (HS) codes, declared values, Incoterms, freight and insurance terms, and payment or reimbursement authorizations. The form serves as the operational instruction set for procurement, transportation booking, and customs filing, and it becomes part of the commercial record used for compliance, tariff classification, and audit purposes.

Why a formal Import Order Form matters for compliance and operations

A clear Import Order Form reduces misrouting, incorrect customs declarations, and billing disputes by centralizing shipment details and responsibilities. It provides evidence of intent and authorization for carriers and brokers, supports accurate HS classification and landed-cost calculations, and creates a single record for audit, duty assessment, and post-entry adjustments.

Who typically completes and relies on this form

Each party uses the form for different operational tasks: buyers for authorization and price control, brokers for compliance filings, and carriers for execution and proof of delivery.

Importers and purchasing managers who authorize purchases and define commercial terms.
Customs brokers and freight forwarders who use the form to prepare entry documentation and customs filings.
Logistics and warehouse teams that need routing, delivery, and handling instructions.

Who has signing authority and typical signers

Authorized Signer

A named corporate officer, procurement director, or employee with written delegation can sign the Import Order Form. The signer should be authorized under company bylaws or an internal signatory policy to bind the organization for purchases and shipping agreements.

Broker/Agent

A licensed customs broker or designated logistics agent may sign sections that delegate clearance, entry filing, or bonded carrier authority if the importer provides a written power or broker authorization consistent with customs brokerage rules.

Step-by-step: completing an Import Order Form

Follow these sequential steps to prepare a complete and compliant Import Order Form before sending to carriers or brokers.

01

Gather documentation: Collect PO, invoice, packing list, and supplier certificate of origin.
02

Confirm terms: Verify Incoterms, payment terms, and who pays freight and duties.
03

Complete fields: Enter consignee, supplier, HS codes, values, and packaging details.
04

Authorize and transmit: Sign, date, and send to the broker and carrier with supporting docs.

Required data elements and why they matter

Importer TAX ID: EIN or SSN

Country of Origin: Country name

HS Tariff Code: Six to ten digits

Unit and Quantity: UOM and counts

Freight Terms: Incoterm like CIF or FOB

Insurance Details: Carrier and policy limits

Where to send the completed Import Order Form

Routing the form correctly ensures timely booking, customs entry, and delivery. Distribute copies to each responsible party.

To the Customs Broker: Email or upload for entry filing and duty calculation.
To the Carrier: Provide for booking, routing, and bill of lading issuance.
To Accounts Payable: Attach for invoice matching and payment authorization.
To Warehouse / Receiving: Send for arrival coordination and unloading instructions.

How to share and submit the form electronically

For high-volume operations, use integrations (ERP or TMS) and eSignature platforms that support PDF, DOCX, and automatic field mapping to minimize manual entry.

Email / Secure FTP: Send PDFs via secure email or SFTP when integrations are not available.
API / Platform Upload: Upload to broker portals or use API integrations for automation.
eSignature and Cloud Storage: Store signed copies in cloud repositories with version control.

Customizing the online workflow for the Import Order Form

Configure an online workflow to route the form, validate fields, and capture signatures automatically.

Field	Configuration
Required Fields	Make HS code, value, and consignee required
Conditional Fields	Show insurance only if CIF or CIP selected
Signer Order	Importer → Broker → Carrier
Notifications	Email or SMS on action required

Export options and supporting documents to attach

Make final records easily accessible by exporting signed forms and attaching required supporting documents for customs and audit.

Export Formats

PDF/A, DOCX, and CSV exports preserve content for filing and system import; PDFs are preferred for audit trails.

Commercial Invoice

Attach the supplier invoice to substantiate declared value and payment terms for customs.

Packing List

Include packaging details and weights to support cargo inspection and carrier handling.

Certificates

Attach certificates of origin, conformity, or licenses required by import regulations.

Essential sections to include on a professional Import Order Form

A comprehensive form improves clarity and reduces processing time by standardizing the data customs and logistics partners need.

Header

Document title, form version, and effective date for reference and version control.

Parties

Full legal names and contact details for importer, consignee, supplier, and billing party.

Shipment Details

Carrier, routing, booking number, BL/AWB, and estimated arrival.

Commodity Data

Item-level descriptions, HS codes, unit value, quantity, and weight for customs valuation.

Commercial Terms

Incoterms, payment terms, currency, and any insurance or freight responsibilities.

Authorization

Signature block and broker authorization to allow customs entry and release.

Key deadlines and timing expectations

Observe timing milestones to avoid detention, demurrage, or late-entry penalties.

Booking Lead Time:

Book ocean shipments 7–14 days before vessel departure

Customs Entry Filing:

File entry and ISF (where required) per carrier/border rules before arrival

Document Submission:

Provide completed form and invoices at least 48–72 hours before arrival

Delivery Window:

Confirm delivery date and any appointment requirements with the carrier

Record Retention:

Keep transaction records per regulatory retention requirements

Key milestones in the import order processing lifecycle

Track these stages sequentially to monitor progress from order placement to final delivery and filing.

01

Order Placement

Buyer issues the Import Order Form and supplier confirms availability and shipping schedule.

02

Booking and Pickup

Carrier receives instruction, assigns booking or airway bill, and confirms pickup date.

03

Customs Entry Preparation

Broker prepares entry documentation using form data and supporting invoices/certificates.

04

Arrival and Release

Customs clears shipment; carrier arranges final delivery and returns signed delivery records.

Common mistakes to avoid when preparing the form

Incorrect HS codes leading to misapplied duty rates and clearance delays.
Missing consignee or contact details that cause failed delivery attempts.
Ambiguous Incoterms causing disputes over who pays duties and freight.
Incomplete supporting documents that force customs holds or rejection.

Penalties and risks associated with inaccurate or incomplete forms

Customs Penalties: Civil fines and additional duties for misdeclaration or undervaluation

Detention Costs: Storage and demurrage fees when cargo is held

Shipment Delays: Operational delays causing missed sales or just-in-time failures

Financial Exposure: Unexpected duties or taxes increase landed cost

Contract Disputes: Ambiguous terms can lead to invoicing and reimbursement disputes

Supply Chain Disruption: Repeated errors damage carrier/broker relationships

Comparison of common eSignature vendors for Import Order Form workflows

Vendor pricing and basic capabilities vary; signNow is listed first. Use these baseline comparisons to assess cost and feature fit for form routing and signature capture.

	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 free trial	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	No cap	No cap	No cap

Real-world examples of how import teams use the form

These brief examples show typical scenarios where the Import Order Form reduces friction.

Optica Ventures

Small importer centralizes order data in one form to reduce entry errors

Saved repetitive clarifications across broker and carrier teams
The consolidated form reduced customs holds and improved on-time delivery by standardizing all necessary fields and attachments for brokers.

Martin Properties

A properties firm uses a standard import form for construction materials

Enables same-day carrier booking
Using a single standardized form allowed the team to streamline receiving and match invoices more quickly, reducing project delays and administrative overhead.

Tips for accurate, efficient Import Order Form completion

Adopt consistent practices to reduce errors and speed processing across broker and carrier interactions.

Standardize a template

Use one version-controlled form across the organization to ensure all required fields are completed consistently and to simplify training.

Validate critical fields

Implement automated checks for HS codes, currency format, and required dates to catch errors before transmission to brokers.

Attach supporting docs

Always attach the commercial invoice, packing list, and certificates of origin to prevent customs inquiries and to speed clearance.

Log approvals

Capture approver names, timestamps, and an audit trail for each sign-off to support post-entry review and dispute resolution.

Frequently asked questions about the Import Order Form

Answers to common operational and compliance questions about preparing, signing, and submitting the form.

Need help? Contact support

What if the HS code is unknown?
If you cannot determine the correct HS code, consult your customs broker or the U.S. Customs and Border Protection tariff resources. Enter the best available description and note that classification may be updated before entry; incorrect classification can lead to duty re-assessment.
Can the form be signed electronically?
Yes. Electronic signatures meeting ESIGN and UETA requirements are widely accepted for commercial authorizations. Ensure the platform captures intent, signer attribution, and an audit trail to satisfy legal validity under 15 U.S.C. ch. 96 and applicable state UETA laws.
Who gets the signed copy?
Provide the signed form to the customs broker, carrier, accounts payable, and receiving warehouse. Maintain a signed copy in your records for the required retention period for audit and compliance.
Is notarization ever required?
Notarization is sometimes required for powers of attorney or certain declarations; requirements vary by state and document type. Check local rules and, where needed, obtain a notarized signature or use Remote Online Notarization if permitted.
What happens if details change after signing?
If material details change (value, consignee, or commodity), issue a revised form or amendment and capture signatures again. Notify the customs broker immediately to determine whether an entry correction or post-entry amendment is needed.
How do I correct a filed customs entry?
Work with your customs broker to file post-summary corrections or entry amendments per CBP procedures. Timely corrections reduce penalty risk; retain documentation of the correction and the rationale.

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