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What to Do If Your Shipment Is Held by Customs

Customs holds are stressful and costly. They delay delivery, incur customs storage fees, and can result in additional charges. Understanding what to do when your shipment is held helps you resolve issues quickly and minimize costs.

This guide explains why customs holds happen, what steps to take when your shipment is held, and how to provide the documentation customs needs to release it.

Why Customs Holds Shipments

Customs holds shipments when they need additional information or verification. Common reasons include:

  • Missing or incorrect documentation: Incomplete invoices, missing tax IDs, or incorrect HS codes
  • Value discrepancies: Declared values that don't match market values or other documents
  • Classification questions: Customs needs clarification on product classification or HS codes
  • Restricted items: Products that may require permits, licenses, or special documentation
  • Business verification: Customs needs to verify importer or exporter registration
  • Random inspection: Some shipments are randomly selected for inspection

Step 1: Check Status and Notification

When customs holds a shipment, you'll receive notification through your carrier's tracking system or directly from customs. Check your tracking number for hold status and reason codes.

What to Look For:

  • Tracking status showing "Customs Hold" or "Awaiting Documentation"
  • Notification emails from carrier or customs
  • Hold reason codes (these indicate what information is needed)
  • Contact information for customs or carrier representative

Important: Don't ignore hold notifications. Customs typically gives you a limited time (often 5-10 business days) to provide requested information. After that, storage fees accumulate and shipments may be returned or destroyed.

Step 2: Identify What Information Is Needed

Customs hold notifications usually specify what information is needed. Common requests include:

Common Documentation Requests:

  • Corrected invoice: Missing fields, incorrect values, or wrong classifications
  • Tax identifiers: EIN, VAT, or EORI numbers that were missing or incorrect
  • Product documentation: Detailed descriptions, specifications, or certificates
  • HS code verification: Proof of correct classification or classification certificates
  • Value documentation: Purchase orders, payment records, or invoices supporting declared values
  • Origin certificates: Documentation proving country of origin
  • Permits or licenses: Required for restricted items

Action: Read the hold notification carefully. Note exactly what's requested. If unclear, contact the customs representative or carrier for clarification.

Step 3: Gather Required Documentation

Once you know what's needed, gather all required documentation. Provide complete, accurate information—incomplete responses cause additional delays.

Documentation Checklist:

  • Corrected commercial invoice: Fix any errors from the original
  • Supporting documents: Purchase orders, payment records, product specifications
  • Business registration: If tax IDs or business verification is needed
  • Product certificates: If classification or origin verification is required
  • Permits or licenses: If shipping restricted items

Tip: If you need to create a corrected invoice, use DocInvo to generate a new one with accurate information. Ensure all fields are complete and match the documentation customs requested.

Step 4: Submit Documentation

Submit documentation through the method customs or your carrier specifies. This may be email, online portal, or physical submission.

Submission Best Practices:

  • Submit all requested documents together (don't send piecemeal)
  • Include tracking number and invoice number in all communications
  • Use clear file names (e.g., "Invoice_INV-2026-001234_Corrected.pdf")
  • Follow up if you don't receive confirmation within 2-3 business days
  • Keep copies of everything you submit

Timeline: Customs typically processes documentation within 2-5 business days after receiving complete information. Incomplete submissions take longer.

Step 5: Monitor Status and Follow Up

After submitting documentation, monitor your shipment status. If customs doesn't release the shipment within the expected timeframe, follow up.

Monitoring Checklist:

  • Check tracking status daily
  • Watch for additional requests (customs may need more information)
  • Monitor storage fees (these accumulate while shipment is held)
  • Contact carrier or customs if status doesn't change after 5 business days

Important: Storage fees can add up quickly. Resolving holds promptly minimizes costs. If customs requests additional information, respond quickly to avoid further delays.

Common Hold Scenarios and Solutions

A FedEx customs hold or DHL customs hold typically occurs when documentation is incomplete or values cannot be verified. The steps below apply to holds from any major carrier.

Scenario 1: Missing Tax ID

Problem: Customs holds shipment because EORI, EIN, or VAT number is missing.

Solution: Obtain the required tax identifier from the importer or exporter. Create a corrected invoice with the tax ID included. Submit the corrected invoice to customs.

Scenario 2: Incorrect HS Code

Problem: Customs questions the HS code classification.

Solution: Verify the correct HS code using official classification tools or consult a customs broker. Create a corrected invoice with the correct code. Provide supporting documentation (product specifications, classification certificates) if available.

Scenario 3: Value Discrepancy

Problem: Customs questions declared values.

Solution: Provide supporting documentation: purchase orders, payment records, invoices, or market value research. If values were incorrect, create a corrected invoice with accurate values. Explain any discrepancies in a cover letter.

Scenario 4: Vague Product Description

Problem: Customs needs detailed product descriptions to classify goods.

Solution: Create a corrected invoice with detailed descriptions. Include material composition, size, color, model numbers, intended use, and any other relevant details. Provide product specifications or catalogs if available.

Preventing Future Holds

The best way to handle customs holds is to prevent them. Use these practices to reduce the risk:

Prevention Checklist:

  • Complete all required fields on invoices (no blanks)
  • Include tax IDs when required by destination country
  • Use detailed, specific product descriptions
  • Verify HS codes are correct and specific
  • Ensure country of origin is manufacturing country
  • Declare accurate values (match purchase orders or payments)
  • Match addresses exactly between invoice and shipping label
  • Include signatures when required by carrier
  • Review invoices before submission using a checklist

Learn about common invoice errors →

Create Compliant Invoices to Prevent Holds

DocInvo's structured form helps you create complete, accurate invoices that reduce the risk of customs holds. Use it to ensure all required fields are included and formatted correctly.

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