What is a notification of arrival
When importing goods into the customs territory of the Eurasian Economic Union, it is important for the carrier not only to deliver the cargo to the agreed point but also to ensure proper notification of the customs authorities about its arrival. The notification becomes part of the customs clearance process and links the actual crossing of the border with subsequent operations regarding the goods and the vehicle.
The carrier should determine in advance who is responsible for preparing and transmitting the information, what documents accompany the cargo, and whether the information in them matches. Errors in the name of the goods, the number of cargo units, vehicle data, or participants in the transportation can complicate further procedures.
The specific order of actions depends on the type of transport, route, point of arrival, and the information exchange scheme used. Therefore, it is better to check the working instructions for each transportation rather than use one unchanged template for all shipments.
Who is concerned and who participates in the process
First of all, the topic concerns carriers who deliver goods to the territory of the EAEU by road, rail, air, or water transport. In practice, the preparation of information may also involve freight forwarders, customs representatives, senders, recipients, and employees responsible for electronic document management.
Even if certain operations are delegated to an intermediary, the carrier needs to understand the distribution of responsibilities. It is useful to document in writing:
- who receives the initial information from the sender;
- who checks the transport and commercial documents;
- who prepares and sends the notification;
- who monitors the result of its processing;
- who corrects discrepancies and interacts with the customs authority.
This order reduces the risk of a situation where each participant believes that someone else has already sent the notification. The responsible employee also needs access to current documents and the ability to quickly contact the driver, freight forwarder, or representative of the recipient.
What to check before the cargo arrives
Preparation is best started before the vehicle approaches the border or another point of arrival. First, the information in all available documents should be compared. Special attention is usually required for the details of the transportation participants, description of the goods, number of units, weight indicators, labeling, vehicle data, and route.
A practical checklist may look like this:
1. Ensure that the set of documents is received and fully readable.
2. Cross-check the information between transport and commercial documents.
3. Check if the vehicle, trailer, route, or recipient has changed.
4. Identify the employee who transmits the notification and monitors its processing.
5. Keep confirmation of sending and related correspondence.
6. Prepare an action plan in case of a technical error or discrepancies in the data.
Do not automatically transfer information from an old shipment. Even with regular deliveries, the composition of the batch, documents, or transport may change. A re-check by another employee or internal control measures of the information system is useful before sending the data.
What to do after arrival and upon discovering an error
After arrival, it is important to follow the procedures applicable at the relevant point and for the chosen type of transport. The carrier should ensure the availability of accompanying documents, avoid unauthorized operations with the cargo, and keep messages, confirmations, and other results of electronic exchange.
If a discrepancy is found, it should not be hidden or corrected only in internal documents. It is necessary to determine which information is incorrect, where the error originated, and which participant is authorized to send the correct data. The method of correction should be clarified with the customs representative, operator of the used system, or customs authority.
Timelines and sequence of operations may depend on the circumstances of the specific transportation. Therefore, it is important for the carrier to have up-to-date contacts of responsible persons and an internal scenario for emergency situations in advance. Documents and confirmations should be stored according to the rules applicable to the company and relevant customs operations.
Frequently Asked Questions
Who should prepare the notification of arrival? — This is determined by the applicable procedure and distribution of responsibilities among the participants in the transportation. The carrier should document in advance who prepares, sends, and verifies the information.
Can the transmission of data be entrusted to a customs representative? — The representative's participation is possible within the framework of an agreed working scheme; however, the carrier needs to verify the authority, the composition of the transmitted data, and the receipt of processing results.
What to do if the information in the documents does not match? — Before taking further actions, it is necessary to establish the cause of the discrepancy and obtain correct information from the authorized participant. The procedure for correction should be clarified considering the system used and the requirements of the customs authority.
Is it necessary to keep confirmation of sending? — Yes, confirmations and related messages are useful for internal control and subsequent clarification of circumstances if questions arise regarding the transmitted information.
Is the procedure the same for all types of transport? — No, practical actions and the composition of information may vary. The instructions should be checked considering the type of transport, route, and specific point of arrival.
Sources
Notification of the arrival of goods to the customs territory of the EAEU: what carriers need to know