VelFreight coordinates export declaration preparation from China and the agreed import-clearance work at destination. We check shipment records for consistency, identify missing information and connect the documentation with the transport and delivery plan.
Customs preparation is part of a workable shipping plan. The physical goods, invoice, packing list and transport booking need to describe the same shipment. We help organise the agreed document checks and declaration handover, then coordinate further information requests with the relevant handling parties.
The customer must supply truthful, complete product and transaction information. Customs and other competent authorities decide whether goods are released and whether inspections or additional evidence are required. We do not promise a clearance outcome, a fixed customs processing time or a tax treatment from a general website description.
We check the supplied export documents against the booking and packing information, identify unresolved details and coordinate the agreed declaration process. Product-specific licences or certificates must be available where applicable.
We establish the intended importer and the responsible destination parties, coordinate the agreed clearance handover and follow up on required shipment documents before final delivery.
We compare names, product descriptions, package counts, quantities, weights, values and relevant references across the records. Discrepancies should be resolved before documents are submitted or the goods are dispatched.
When a customs or handling party requests clarification, we coordinate the request and response within the agreed scope. Inspection, storage and other resulting charges follow the shipment’s quotation and applicable terms.
| Record | What to provide | What must be consistent |
|---|---|---|
| Commercial invoice | Sender and recipient details, product descriptions, quantities, transaction values or a supportable customs valuation basis for non-sale goods, currency and agreed trade terms. | The goods must match the shipment. Values and their supporting records must be appropriate to the sale or non-sale shipment; a sample description does not justify a zero value. |
| Packing list | Package identifiers, contents, quantities, gross and net weights, dimensions and pallet or crate details. | Package totals and product quantities must reconcile with the invoice and final packed goods. |
| Product and classification information | Specific product names, materials, function, model and proposed HS codes, with technical information where needed. | A vague description or a supplier’s code without product facts is not a complete classification basis. |
| Parties and responsibilities | Exporter, consignee, intended importer, contact details, authorisations or registrations as required. | The parties must be able to fulfil their assigned roles under destination requirements. |
| Licences and certificates | Applicable permits, product certificates, origin documents or other supporting records requested for the goods. | The documents must cover the actual product, parties and movement. |
| Transport and charges | Route, shipment references, agreed service scope, trade term, duty/tax payer and final delivery address. | The clearance handover must align with the booking and the delivery plan. |
Our commercial-invoice guide and packing-list guide explain how to prepare consistent records. Templates organise information; they do not replace country-specific forms or the documents requested for your shipment.
| Question | What to agree | Why it matters |
|---|---|---|
| Who is the importer? | The party responsible for the import entry and any required authorisation or registration. | A delivery address alone does not establish an eligible importer. |
| Who confirms product information? | The customer supplies accurate product facts and resolves classification or document questions with the appropriate parties. | We cannot determine every regulatory requirement from a short cargo name. |
| Who pays duties and taxes? | The payer, payment arrangements and whether any amount is included or excluded from the transport quote. | Door-to-door service does not automatically include import duties or taxes. |
| Who pays extra handling? | Responsibility for inspections, storage, amended documents and other shipment-specific extra work. | Additional official or operational requirements can affect both cost and timing. |
| What is the release-to-delivery plan? | Cargo release, gateway collection, delivery appointment and unloading conditions. | Customs release and completed delivery are separate milestones. |
State the agreed trade term and named place in the enquiry. We align our transport quotation with those instructions and identify any unresolved responsibility. Read more about trade terms and transport handovers and our door-to-door service.
Batteries, liquids, powders, chemicals and other regulated goods require the correct product details and applicable transport or product documentation. A cargo name that sounds ordinary does not establish that the goods are unrestricted. Tell us the actual contents and intended use so the proposed route can be reviewed.
For goods subject to product-specific controls, required licences or certificates must be confirmed with the appropriate parties before dispatch. We cannot accept unlawful or prohibited goods, carrier-banned goods or special cargo without the required compliance information. See our cargo information checklist and battery and special-cargo review.
No. We coordinate the agreed document and communication work. Release, inspection and other regulatory decisions remain with customs and the relevant authorities.
Provide the proposed code with the product’s materials, function, model and other relevant details. The applicable classification must suit the actual goods and destination requirements; a code on its own is not sufficient information for review.
Only when the written quotation and agreed terms explicitly include them. We confirm the importer, duty/tax payer, payment arrangements and exclusions for the shipment.
We ask for the discrepancy to be resolved before the affected handover. Changed quantities, packing or product details may require revised documents, a new assessment and additional time or charges.
Send the invoice, packing list, detailed product descriptions, proposed HS codes, trade term, intended importer and destination. Include available product certificates and disclose batteries, liquids, powders or other special contents.
Our business team receives enquiries by email and WhatsApp 24/7. We confirm the proposed work, charges, exclusions and next action for your shipment. Our website brief tool prepares a checklist in your browser; it does not send an enquiry.
