Customs Documentation & Compliance in South Africa | Clearing Solutions SA
Professional customs documentation and compliance support for businesses importing and exporting goods through South Africa.
Customs Documentation Made Simple
Accurate documentation is an important part of the customs clearance process.
Clearing Solutions SA assists businesses with the documentation and compliance requirements associated with importing and exporting goods in South Africa.
From commercial invoices and packing lists to bills of lading, permits, certificates and Goods Declarations, we help ensure that the relevant information is prepared and available for the customs clearance process.
Our aim is to make customs documentation easier to manage and help reduce avoidable delays caused by missing, incomplete or inconsistent information.
What Is Customs Documentation?
Customs documentation refers to the information and supporting documents used to declare goods to Customs.
The exact requirements depend on factors such as:
Whether the shipment is an import or export
The type of goods
The value of the goods
Country of origin
Destination country
Tariff classification
Customs procedure
Whether permits or certificates are required
Whether the shipment is containerised
The applicable trade agreement or preference
SARS requires importers and exporters to lodge Goods Declarations in accordance with the applicable Customs requirements, unless an exemption applies. Supporting documents may also be required to substantiate the information declared.
Our Customs Documentation Services
Commercial Invoice Review
The commercial invoice provides important information used during customs clearance.
We can review the available invoice information and identify potential documentation issues before the customs declaration is submitted.
Important information can include:
Seller and buyer details
Description of goods
Quantity
Unit value
Total value
Currency
Country of origin
Terms of sale
Other relevant shipment information
Packing List Review
A packing list can provide information about the contents and packaging of a shipment.
Depending on the shipment, information can include:
Number of packages
Description of goods
Quantities
Net weight
Gross weight
Dimensions
Packaging details
We can assist with reviewing the available packing information as part of the customs clearance process.
Bill of Lading & Transport Documents
For sea freight, the bill of lading contains important information about the shipment, parties involved, cargo and transport.
For air freight, an air waybill may be used.
We can assist with the customs documentation associated with your shipment and identify information required for the customs declaration.
Customs Goods Declarations
We assist with the preparation and submission of applicable Goods Declarations.
SARS's current Goods Declaration framework sets out requirements for customs declarations and supporting documentation.
Import & Export Permits
Certain goods are subject to import or export restrictions and may require permits, licences or other approvals.
We assist businesses in identifying applicable customs documentation and compliance requirements for their shipments.
Certificates of Origin
Depending on the shipment and destination, a certificate of origin or other origin documentation may be required.
Origin can also affect whether preferential treatment is available under an applicable trade agreement.
We assist with the customs documentation associated with origin requirements.
Tariff & HS Code Documentation
Correct tariff classification is an important part of customs compliance.
The tariff classification can influence:
Customs duties
Import VAT
Permit requirements
Trade measures
Reporting requirements
Applicable customs procedures
We assist businesses with the tariff and HS code information required for customs clearance.
Customs Compliance
Customs compliance means ensuring that the information provided to Customs is accurate, complete and supported by the appropriate documentation.
This can include compliance with requirements relating to:
Customs declarations
Tariff classification
Customs valuation
Country of origin
Duties and taxes
Import VAT
Permits
Restricted goods
Certificates
Supporting documents
Customs procedures
Record keeping
Good customs compliance starts before the shipment arrives at the port.
Our Customs Compliance Process
1. Review Your Shipment
We start by understanding what you are importing or exporting and where the goods are coming from or going to.
2. Review Your Documents
We review the available commercial and transport documentation and identify information that may be required for customs clearance.
3. Identify Customs Requirements
We consider the applicable requirements relating to classification, permits, origin, valuation, duties, VAT and supporting documents.
4. Prepare the Customs Declaration
The relevant information is used to prepare the applicable Goods Declaration.
5. Submit to Customs
The declaration and applicable supporting information are submitted through the relevant customs process.
6. Respond to Customs Queries
If Customs requests additional information or documentation, we assist with the response and supporting information.
7. Customs Clearance
Once the applicable requirements have been satisfied, the shipment can proceed through the relevant customs release process.
Import Customs Documentation
Import documentation can vary depending on the goods and transaction.
Common documentation includes:
Commercial invoice
Packing list
Bill of lading
Air waybill
Import permit where applicable
Certificate of origin where applicable
Product documentation
Transport documentation
Customs instructions
Other supporting documentation
For containerised imports, accurate documentation is particularly important because customs clearance, shipping and transport processes need to align.
See our Import Customs Clearance page for more information about the import clearance process.
Export Customs Documentation
Export shipments also require appropriate documentation before goods leave South Africa.
Depending on the goods and destination, documentation can include:
Commercial invoice
Packing list
Export Goods Declaration
Transport document
Certificate of origin
Export permit
Product certificates
Other supporting documentation
SARS requires exporters to comply with the applicable customs declaration and export requirements. (sars.gov.za)
See our Export Customs Clearance page for more information.
Customs Documentation for Containers
We assist with documentation associated with containerised cargo moving through South African ports.
This can include:
Commercial invoices
Packing lists
Bills of lading
Container information
Goods Declarations
Permits
Certificates of origin
Supporting customs documents
Customs queries and responses
Our service can work alongside your freight forwarder, shipping line and transport provider.
Restricted & Controlled Goods
Certain goods may be prohibited, restricted or subject to additional regulatory requirements.
Depending on the product, additional permits, licences, certificates or approvals may be required.
SARS maintains a current list of prohibited and restricted goods and provides information on applicable requirements. (sars.gov.za)
If you are unsure whether your goods are subject to restrictions, contact us before shipping so that the applicable requirements can be assessed.
Customs Records & Supporting Documents
Businesses involved in importing and exporting should retain appropriate customs and commercial records.
The documents supporting a customs declaration may be important if Customs requests additional information or conducts a review.
We can assist businesses with understanding the documentation associated with their customs transactions and identifying information that should be available for the clearance process.
Common Customs Documentation Problems
Incorrect Goods Description
Descriptions should accurately identify the goods being imported or exported.
Inconsistent Values
The values shown across commercial and customs documentation should be consistent and support the declared transaction.
Incorrect HS Code
Incorrect classification can affect duties, taxes and regulatory requirements.
Missing Permits
Certain products require permits or certificates before they can be cleared.
Missing Transport Documents
Bills of lading, air waybills and other transport documents may be required depending on the shipment.
Incomplete Origin Information
Origin information may be required for customs purposes and can be relevant to preferential trade arrangements.
Documents That Do Not Match
Differences between invoices, packing lists, transport documents and customs declarations can result in additional queries.
Why Choose Clearing Solutions SA?
Professional Documentation Support
We assist businesses with the documentation required for customs clearance.
Attention to Detail
We focus on ensuring that the information provided for customs clearance is clear, accurate and properly supported.
Import & Export
We assist with documentation for both import and export transactions.
Container Shipments
We understand the documentation requirements associated with commercial containerised cargo.
Clear Communication
If additional information is required, we communicate the requirement clearly and assist with the next steps.
South Africa-Wide Service
We assist businesses with customs documentation and compliance requirements across South Africa.
About Clearing Solutions SA
Clearing Solutions SA is a South African customs clearing company focused on providing reliable, professional customs clearance solutions for businesses importing and exporting goods.
Owned by Cibelle Kruse, Clearing Solutions SA is built around clear communication, attention to detail and practical support throughout the customs clearance process.
We work with importers, exporters, logistics companies and businesses moving commercial goods through South Africa.
From customs documentation and Goods Declarations to tariff classification, permits and customs compliance, our goal is to provide straightforward and dependable customs support.
Frequently Asked Questions
What documents are required for customs clearance in South Africa?
The requirements depend on the shipment and goods. Common documents include a commercial invoice, packing list, transport document and, where applicable, permits, certificates and other supporting documentation.
What is a customs Goods Declaration?
A Goods Declaration is the declaration submitted to Customs containing the required information about the goods and transaction.
Does every shipment need a commercial invoice?
Commercial documentation is commonly used to support customs declarations, but the exact requirements depend on the customs transaction and applicable procedure.
What happens if my customs documents are incorrect?
Incorrect or inconsistent information may result in Customs requesting additional information or documentation and can delay the clearance process.
Do I need an import permit?
Certain goods are subject to restrictions and may require permits or other approvals. The requirement depends on the specific goods and applicable regulations.
Do I need a certificate of origin?
Not every shipment requires one. A certificate of origin may be required depending on the transaction, destination and applicable trade arrangement.
Can you check my customs documents before my shipment arrives?
Yes. Providing documentation in advance allows the relevant customs requirements to be reviewed before the clearance process.
Can you help if SARS has requested additional documents?
Yes. We can assist in reviewing the customs requirement and preparing the relevant supporting information or documentation.
Do you assist with both imports and exports?
Yes. We assist businesses with customs documentation and compliance for both import and export transactions.
Need Help With Customs Documentation?
Whether you are importing a container, exporting commercial goods or dealing with a SARS Customs query, Clearing Solutions SA can assist with the documentation and compliance requirements.