In simplest terms, customs clearance is the official process in which US Customs and Border Protection (CBP) verifies and accepts imported goods. Only after a shipment is cleared can it officially enter "commerce" in America. Like a security guard at the entrance, customs officers check for the right papers, scan for prohibited items, collect duties and taxes, and decide whether your goods are good to go - or require extra review.

Several parties may play a role:

• Importer of Record: The person/company legally responsible for the shipment.
• Customs Broker: A licensed professional who navigates CBP rules, files paperwork, and communicates with customs on your behalf.
• Carrier/Freight Forwarder: The company transporting your goods.
• US Customs and Border Protection (CBP): The government agency that clears or inspects your shipment.

For new importers, working with a qualified customs broker is often the single smartest decision you can make.

While each shipment is unique, the process typically involves several core stages.

1. Pre-Arrival Preparation

This is the planning phase. You'll need to:

• Ensure Your Importer ID Is Set Up: Your IRS/EIN or Social Security Number registers you as an “Importer of Record” with CBP.
• Confirm Product Admissibility: Some items - such as medicines, food, or plants - have special requirements or prohibitions. Always check before shipping.
• Work with a Customs Broker (Recommended): A broker can help classify your goods and anticipate obstacles.

2. Gather and Submit Required Documentation

Paperwork is the backbone of customs clearance. Here’s what you’ll usually need:

• Bill of Lading or Air Waybill: Provided by your carrier, this records the trip.
• Commercial Invoice: Complete, accurate description of the goods and their value.
• Packing List: Details on how goods are packed and itemized.
• Arrival Notice: Sent by your carrier once goods land in the US.
• Import Permits/Certificates: Only required for certain products.
• Customs Bond: For goods above $2,500, this insurance guarantees payment of duties/taxes.

You (or your broker) will file an "Entry" with CBP - either electronically via ACE (Automated Commercial Environment) or physically.

Pro tip: All details must be precise! Even minor errors or typos can get your goods stuck or rejected, sometimes for days.

3. Duty and Tax Assessment

CBP will determine:

• Classification: Using the US Harmonized Tariff Schedule (HTS), which assigns codes and duties.
• Valuation: Customs value (usually based on transaction price).
• Calculation of Duties and Taxes: Most common duties are between 0% and 37.5% (average 5%). Certain goods (like coffee beans) may have special rates or exemptions.

You can preview duties and screening requirements by searching USITC’s online tariff tool.

Your customs broker usually pays the duties upfront and invoices you.

4. Examination and Physical Inspection (Sometimes)

CBP will sometimes select shipments for inspection to confirm paperwork matches the cargo, watch for contraband, or double-check food safety. Don’t panic - random checks are routine.

If you’re importing coffee or food products, inspections may involve FDA as well. For more on this, see Importing Coffee to the USA: What You Need to Know Before Getting Started.

5. Goods Released

Once everything checks out and duties are paid, CBP releases your shipment and you (or your logistics partner) can collect or arrange last-mile delivery.

Delays can happen for:

• Missing/incomplete documentation
• Unpaid taxes or unclear valuation
• Restricted goods or insufficient permits

1. Misclassification of Goods

Using the wrong HTS code can result in incorrect duty payments or even fines. If you’re unsure how to classify your product, the CBP’s CROSS database offers a searchable library of real-world examples.

2. Incorrect or Incomplete Paperwork

An omitted line on an invoice or a typo in an address can slow everything down. It’s smart to use checklists (and double-check if you’re doing this yourself).

3. Underestimating Timelines

Allow extra time around holidays and port slowdowns - or when importing during heightened security periods.

No - but it’s strongly recommended, especially if:

• Your shipment’s value exceeds $2,500
• You’re importing goods subject to FDA or USDA regulation (food, medicine, plants)
• You’re unfamiliar with HTS codes, tariffs, or CBP procedures

A skilled customs broker simplifies the whole process, keeps you compliant, and can even save you money
by spotting overlooked duty exemptions.

At heart, US customs clearance import is about paperwork, preparation, compliance, and patience. Hundreds of thousands of shipments clear daily, and with the right approach, most importers face only minor hiccups.

Still, the stakes can be high, especially for new businesses. For extra peace of mind and to avoid rookie errors, learn from the experience of market leaders (see "Importing Coffee to the USA: What You Need to Know Before Getting Started") or discover how global coffee suppliers handle logistics in "Top Coffee Supply Companies: A Global Overview for Importers of Retail-Ready Brands".

If you’re looking for a supplier who already understands the US process, MR.VIET provides Vietnamese coffee, chocolate, and tropical snacks with full export documentation, FDA-compliant labeling, and real shipping experience to the U.S.

Ready to get started? Take it step by step, assemble good partners, and soon you’ll find yourself navigating US customs like a pro.