Most shipment delays we see at customs are not caused by complex regulations or unpredictable inspections. They come from paperwork that could have been correct but wasn't. A wrong commodity description. A value that contradicts the supplier's invoice. An HS code picked by someone who searched online and chose the first result.
The frustrating part is that these delays are almost always avoidable. This article goes through the errors we see most often, what each one triggers at customs, and what you can do differently.
1. The commodity description doesn't match what's actually inside
Customs declarations require a written description of goods. Many importers copy whatever their Chinese supplier wrote on the packing list — which is often a very general label like "electronic components" or "household items."
Polish customs officers need enough information to verify the declared HS code and assess applicable duties. A vague description is a reason to open the shipment. Not always, but often enough that it's worth getting right.
Write something that is specific enough to confirm the product category. "LED ceiling fixtures for residential use, 12W, no batteries" is better than "lighting products." Your supplier may push back — some are reluctant to put detail on documents — but this is worth negotiating.
2. A declared value that raises questions
Customs value should reflect the transaction price you actually paid, including the cost of transport to the EU border. When declared values are significantly below market rates for similar goods, customs may apply a different valuation method.
This is particularly common with electronics and consumer goods from China. Customs databases track typical import values by commodity. An unusually low figure doesn't pass through unnoticed — it gets flagged for review, which delays release and can result in additional duties calculated on a corrected value.
We're not suggesting you inflate anything. Document what you actually paid, with a clear invoice. If the genuine price is low because you negotiated a volume deal, that's fine — but have the invoice and any contracts that support it.
3. The HS code doesn't fit the product
HS codes are the classification system that determines import duty rates and whether specific certificates or restrictions apply to your goods. Picking the wrong one can mean paying the wrong duty rate, triggering unexpected conformity requirements, or creating a mismatch that customs will eventually catch.
Many importers use online HS lookup tools and apply the first plausible result. The problem is that classification depends on technical characteristics of the product — material composition, intended use, how it's constructed — not just what it looks like or what it's called. A "wireless speaker" could fall under several different headings depending on whether it's battery-powered, whether it has Bluetooth, what its primary function is.
If you're importing a new product category for the first time, classification is worth spending time on properly. Polish customs has a binding tariff information (WIT) procedure where you can request an official ruling on your product before it arrives. This adds time upfront but removes uncertainty later.
4. Documents that don't agree with each other
A customs declaration references several documents: the commercial invoice, the packing list, the bill of lading or air waybill, sometimes a certificate of origin. When these don't tell the same story, that's a problem.
Common inconsistencies: the invoice says 500 units, the packing list says 480. The declared weight on the customs form is different from the shipping document. The goods description on the invoice uses a term that doesn't map to the HS code on the declaration.
Each inconsistency is a reason for customs to ask for clarification or hold the shipment. Run through your document set before you file — not as a formality, but actually check that quantities, weights, values and descriptions match across all of them.
5. Missing or incorrect certificates
Certain product categories require conformity documentation to clear EU customs. Electrical products need CE marking and an EU declaration of conformity. Some goods require phytosanitary certificates or specific safety test reports.
A common issue: importers know the certificate is required but receive it from their Chinese supplier without checking what it actually says. CE certificates need to reference the specific product model, be issued by an accredited body for the relevant directive, and include the correct technical documentation references. A generic certificate that was issued for a slightly different version of the product will not pass inspection.
If your supplier provides certificates, request the full documentation chain — not just the certificate but the test report it was based on and the accreditation of the testing lab. This is standard to ask for. Suppliers who can't or won't provide it are worth being cautious about.
6. Incoterms that shift liability in unexpected ways
Incoterms define at what point in transit responsibility for goods — and the cost of insurance, freight, and customs — transfers from seller to buyer. Many importers don't pay close attention to this until something goes wrong.
DDP (Delivered Duty Paid) means your Chinese supplier handles everything, including customs clearance in Poland. This sounds convenient, but it means a third-party agent is filing the customs declaration on your behalf, and you have limited visibility into what's being declared. If there's a compliance problem, you're still the EU importer of record — the liability sits with you.
EXW (Ex Works) is the opposite: you're responsible for everything from the moment goods leave the factory. This gives you control but means you need to arrange customs clearance yourself, which is where working with a Polish customs broker makes sense.
Neither is inherently wrong — but you should know which one applies, what it means for your obligations, and who is actually filing documents in your name.
What this adds up to
Each of the above is individually correctable. The issue is that most importers encounter them reactively — when a shipment is held, when duties come back higher than expected, when a certificate is rejected. By then you're working against time and storage costs are accumulating.
Going through documentation before a shipment arrives — confirming HS codes, checking that all documents are consistent, verifying certificate validity — takes a few hours and avoids problems that can take days or weeks to resolve at customs.
If you're not sure about any of the above for your current or next shipment, we're available to review your documentation before it reaches customs. That's part of what we do. You can reach us at the contact page.
