How to Fill Out a Customs Declaration (UK Guide)
How to Fill Out a Customs Declaration for an International Parcel from the UK
Sending a parcel abroad from the UK almost always means filling out a customs declaration first. It's the one part of shipping that trips people up the most not because it's complicated, but because nobody explains it in plain English. This guide walks you through exactly what a customs declaration is, what to write on it, and how to avoid the mistakes that get parcels delayed, returned, or stuck at the border.
What Is a Customs Declaration?
A customs declaration is a form that tells customs authorities in the destination country what's inside your parcel, what it's worth, and why it's being sent. Every international shipment leaving the UK needs one whether you're sending a birthday gift to a relative in Australia, returning a faulty item to a seller in the US, or shipping stock for a small business.
Customs officers in the receiving country use this form to decide three things: whether the parcel is allowed in at all, how much import duty or tax to charge, and whether it needs to be opened for inspection. A form that's filled in badly, or not at all, is one of the most common reasons parcels get held up or sent back.
When Do You Need One?
You need a customs declaration for almost any parcel leaving the UK for a destination outside the UK. This includes:
- Any shipment to a country outside the UK, including EU countries (since Brexit, this now applies to EU destinations too)
- Gifts sent to family or friends abroad
- Returns sent back to overseas retailers
- Business shipments and samples
- Personal belongings sent when moving abroad
Parcels sent within the UK do not need a customs form. If you're unsure whether your destination counts as "international" for customs purposes, ask before you pack it's a five-second question that saves a delayed parcel.
What Information You'll Need to Provide
Most customs declaration forms whether it's a CN22, CN23, or a courier's own commercial invoice ask for broadly the same details. Have this ready before you start filling anything in:
- Sender's full name and address
- Recipient's full name and address (get this exactly right, including postcode format for the destination country)
- A description of each item in the parcel specific, not vague (see below)
- Quantity of each item
- Weight of each item
- Value of each item, in the currency requested (usually GBP)
- Country of origin of the goods (where they were made, not where you're sending from)
- Reason for export — gift, sale, return, sample, personal item, etc.
- HS code (Harmonised System code) for commercial shipments a standardised code used to classify goods for customs worldwide
How to Fill In Each Section Correctly
Describing the contents
This is where most people go wrong. Customs officers need to know, at a glance, what's in the parcel vague descriptions cause delays because the parcel has to be flagged for manual review.
- Write "men's cotton t-shirt", not "clothing"
- Write "stainless steel kitchen knife, 20cm", not "kitchen item"
- Write "ceramic coffee mug", not "gift"
If there are multiple different items, list each one separately with its own value and weight rather than lumping them into one line.
Declaring the value
Always declare the genuine value of the item what you paid for it, or what it's genuinely worth if it's a gift you already owned. Under-declaring value to reduce import duty for the recipient is a common temptation, but it's against customs regulations in virtually every country, can result in the parcel being seized, and isn't worth the risk to your business's or your family's reputation.
If it's a gift, declare its fair market value, not what you'd charge a customer for it.
Selecting the correct category
Most forms ask you to tick a category: gift, commercial sample, documents, returned goods, or sale of goods. Choose accurately this affects how customs assesses tax and duty on the other end. A genuine gift under a certain value threshold often qualifies for reduced or waived import charges in the destination country, but only if it's honestly marked as a gift.
HS codes for business shipments
If you're shipping as a business or sending goods for sale, you'll usually need an HS code. This is a standardised numeric code that classifies exactly what type of product you're sending, and customs authorities worldwide use it to calculate duty. You can look up the correct code using the UK Government's Trade Tariff tool, or your courier can usually help you find the right one if you're not sure.
Common Mistakes That Delay Parcels
- Vague item descriptions ("gift," "personal items," "misc")
- Missing or incorrect recipient address details, especially postcodes in countries with different formatting
- Under-declaring value
- Forgetting to sign and date the form — most customs declarations aren't valid without a signature
- Mismatched weight between what's declared and what the parcel actually weighs at drop-off
- Sending prohibited or restricted items without checking the destination country's import rules first (certain foods, plants, batteries, and electronics have specific restrictions)
Do You Need to Fill This Out Yourself?
If you're sending a parcel through an authorised international shipping centre, you often don't have to navigate this alone. At Postal & Courier Etc, our team handles the customs paperwork with you at the counter checking your descriptions are specific enough, your values are correctly declared, and the right form is used for your destination country, whether you're shipping with DHL, UPS, or FedEx. That's often the difference between a parcel that clears customs in a day and one that sits in a warehouse for two weeks.
Do I need a customs form for parcels sent to the EU?
Yes. Since the UK left the EU, all parcels sent to EU countries need a customs declaration, the same as parcels sent anywhere else outside the UK.
What happens if I don't declare an item's real value?
The parcel can be delayed, opened for inspection, subject to additional charges, or in some cases seized by customs authorities in the destination country.
Can I write "gift" for something I'm actually selling?
No. Declaring the wrong reason for export is a customs offence in most countries and can result in fines or the parcel being returned.
Who pays the import duty me or the recipient?
This depends on the courier and the shipping terms you choose. With some services you can prepay duties (DDP); with others, the recipient pays on delivery (DDU). Ask your shipping centre which option applies to your parcel.
Is a customs declaration different from a commercial invoice?
For personal parcels, a simple customs declaration (like a CN22 or CN23) is usually enough. For business or higher-value commercial shipments, you'll typically also need a commercial invoice with more detailed information, including HS codes.
