Import and Export Customs Clearance Services

Customs clearance is a service for importers and exporters who need to submit customs declarations and supporting documents to the Thai Customs Department. Product details, tariff classification, value, trade documents and any related permits must be checked before submission.

KTC Global Logistics checks your information and documents up front, prepares the data for import and export declarations, and coordinates customs clearance for sea, air and land shipments within the agreed scope.

To have a shipment checked in advance, send the commercial invoice, packing list, B/L or AWB if available, together with the product description, photos or catalogue, the HS code you currently use and any privilege or permit details. Our team will do an initial review.

What is a customs clearance service?

It is the preparation and submission of the data needed for import or export formalities, plus coordination of cargo release under the Customs Department’s systems and rules.

The Thai Customs Department receives declarations electronically. For example, air imports use the e-Import process, where the importer or its agent prepares and submits the import declaration electronically to the Customs system.

For exports, the export declaration and supporting data must also follow the Customs Department’s format and standards, and any licence or permit for controlled goods has to be checked.

What does KTC’s customs clearance service cover?

KTC can check documents, prepare declaration data and coordinate customs clearance according to the shipment type and the agreed scope.

• Initial check of the commercial invoice and packing list
• Check of the bill of lading or air waybill
• Check of the commodity and product details
• Initial check of the HS code provided by you or your supplier
• Preparation of import declaration data
• Preparation of export declaration data
• Coordination of electronic submission to Customs
• Coordination of duty, tax and related payments within the scope
• Coordination of cargo release
• Coordination when goods are selected for further inspection
• Initial check of tariff privileges and certificates of origin
• Check of whether other agencies or permits may apply to the goods
• Coordination of corrections or additional information where a discrepancy can be resolved

The actual scope depends on the commodity, checkpoint, transport mode, the importer or exporter’s status and the quotation for each shipment.

Which documents are needed for customs clearance?

The commercial invoice and packing list are the key documents. Transport documents, certificates and extra permits depend on the shipment and the type of goods.

Information or documents to prepare include:

• Commercial invoice
• Packing list
• Bill of lading for sea freight
• Air waybill for air freight
• Land transport documents for the route
• Shipper name and address
• Importer or exporter name and details
• Product description
• HS code, if available
• Country of origin
• Product photos
• Catalogue, specification or technical data if needed to assess the goods
• Certificate of origin if you want to claim a privilege and the goods qualify
• Import or export permit or certificate for controlled goods, where applicable

The actual document list differs between sea, air and land transport, the type of declaration and product rules, so it should be checked per shipment.

Why does the HS code matter?

The HS code affects the duty rate, trade measures, statistics and which agency’s rules may apply, so it should not be chosen from the product name alone.

Classification needs information on materials, components, function, how the product works and its specification. In some cases photos or a catalogue alone are not enough.

KTC can help check the product information and the code in use as part of the job. Where legal certainty is needed, the business should consider the Customs Department’s classification ruling or advisory service.

The Customs Department provides an Integrated Tariff Database for looking up tariff codes, duty rates and related data. It is intended as an initial aid, and legal application must follow the relevant official notifications.

How are import duty and taxes calculated?

Duty cannot be assessed from the product name or invoice price alone. It depends on the tariff classification, customs value, country of origin and any privileges or measures that apply to the goods.

Some shipments pay the general duty rate, while others may qualify for preferential rates under a trade agreement if they meet the rules of origin and have the required proof.

Some goods may also be subject to trade measures such as anti-dumping, so the tax cost and import conditions can differ from what the general duty rate suggests.

Is a certificate of origin needed for every shipment?

No. Whether you need a certificate of origin depends on the purpose, the trading partner, the trade agreement and the requirements of the importer or destination authority.

To claim a preferential FTA rate, first check whether the goods meet that agreement’s rules of origin and which form of proof of origin is required.

Thailand’s Department of Foreign Trade issues several types of certificates of origin, such as Form D and forms under other agreements. The system and form used differ by agreement and destination country.

What should be checked for goods under anti-dumping measures?

If the goods match a product under Thai anti-dumping measures, check the product details, tariff code, country of origin, manufacturer or exporter and the notification that applies.

Having the same HS code alone does not mean anti-dumping duty applies, because each measure may specify different specifications, countries, manufacturers, rates and exemptions.

If the goods may fall under such a measure, check the Department of Foreign Trade’s database and notifications before confirming the landed cost or asking the supplier to ship.

Which goods need a permit check before customs clearance?

Goods regulated by other agencies may need a licence, permit, registration or certificate before import or export, depending on the product.

• Food, supplements, medicines and cosmetics
• Medical devices
• Industrial products that may fall under mandatory standards
• Radio communication equipment or devices under specific rules
• Chemicals and hazardous substances
• Agricultural products, plants and plant products
• Animals and animal products
• Goods under anti-dumping or other trade measures
• Goods that need an import or export permit under specific laws

Not every product in these groups needs the same permit. Requirements are checked case by case from the commodity, specification, HS code, country of origin and the purpose of import or export.

Does an inspection order mean something is wrong?

Not necessarily. Being selected for physical or further inspection is part of customs control and does not automatically mean the importer or exporter did anything wrong.

When goods are selected, officers may check documents, classification, price, quantity or the actual goods, depending on the system and the checkpoint. If the data or goods do not match the declaration, clarification, correction or further action may be needed.

That is why the invoice, packing list, product description, quantity, weight, HS code and permits should be checked before the declaration is filed, so that the declared data matches the actual goods as closely as possible.

Can a wrong declaration be corrected?

In some cases, yes, but the procedure depends on what is wrong, the status of the declaration, the release stage and the facts of the shipment.

Do not alter origin documents or change product details just to match a wrong declaration. If you find a discrepancy, tell our team straight away so the correct procedure for the job’s status can be checked.

If the error affects classification, value, duty, permits or tax privileges, extra documents and steps may be needed, so an immediate correction cannot be guaranteed in every case.

What should first-time importers or exporters prepare?

Check your registration status with the Customs Department before the first shipment, and check whether the goods need any permit or special conditions.

Check these early: importer or exporter status, product details, initial HS code, duty and tax, Incoterms, shipping documents and any licences that may apply.

If you have never imported or exported before, do not wait until the goods reach the port or airport to start checking, as this can lead to storage, demurrage, detention or other costs.

How does the customs clearance process work?

It starts with checking documents and goods, then preparing the declaration, submitting it to the system and coordinating release according to the shipment’s status.

1. Receive shipment details — check the invoice, packing list, transport document and commodity
2. Check product data — HS code, specification, origin and other relevant details
3. Check permits and privileges — permits, certificate of origin or specific measures if relevant
4. Prepare declaration data — import or export declaration data for the shipment
5. Pre-submission check — product name, quantity, weight, value and key data consistent with the documents
6. Electronic submission — filed through the customs electronic system
7. Duty and tax coordination — for imports or any case where duty and tax apply
8. Release coordination — following the system status and any inspection order
9. Cargo release — once the steps are complete, the goods move on to pickup or the next stage

Actual processing time depends on how complete the information is, the transport mode, the checkpoint, inspection status, permits and the decisions of the agencies involved, so a fixed number of days should not be promised before seeing the actual shipment.

How are customs clearance fees calculated?

Fees depend on whether it is an import or export, sea, air or land, the type of goods, the number of items on the declaration, the documents and any extra coordination needed.

Customs clearance fees are not the same as duty and tax, and other costs may apply, such as terminal, port, airport, storage, inspection, trucking or charges from other agencies and service providers.

Send your documents and job details so the quotation can state clearly which items are service fees, which are actual costs passed through and which are outside the scope.

Frequently asked questions about customs clearance

How many days does customs clearance take?

There is no number of days that applies to every shipment. It depends on document completeness, declaration status, inspection, permits and the checkpoint’s procedures. Check the actual job before planning your schedule.

Can imported food or cosmetics be cleared with just a customs declaration?

You should not assume so. Health products may need registration, a licence or steps with the responsible agency. This is checked case by case from the product type and the purpose of import.

Is a certificate of origin needed for every shipment?

No. Only check which proof of origin is needed, and whether the goods meet the rules of origin, if you want a tax privilege or the destination country requires it.

Can KTC tell me the HS code?

KTC can help check the product information and the code in use as an initial step. Disputed classifications, or cases that need legal certainty, should go through the Customs Department’s channels.

Does a physical inspection mean the declaration was wrong?

Not necessarily. Inspection can be part of the normal customs control process. If the goods, documents or declared data do not match, there may be correction steps or further action depending on the case.

Can a wrongly filed declaration be fixed?

It depends on what is wrong and the status of the declaration. Report errors as soon as you find them so the possible steps can be assessed, rather than letting the job move on unchecked.

Our company is new and has never imported or exported. What should we do first?

Check your registration status with the Customs Department, the product details, HS code, duty and tax, and any permits that may apply before your first shipment.

Do customs clearance fees include duty and tax?

Do not assume they do. Customs clearance fees, duty, tax and port, airport or checkpoint charges are separate items. Check the details in the quotation for each shipment.