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How to Deal with Import Customs Clearance Delays in the US: Causes, Solutions & Pro Tips
Worried about import customs clearance delay in the US? Learn the top reasons for clearance hold-ups, how importers can resolve them, and expert tips to prevent future delays.
If you’ve imported products into the US or are planning to, you already know the excitement of seeing your goods finally arrive at their destination port. There’s only one thing standing between your cargo and your customers: US Customs clearance. When all goes smoothly, it’s a relief. But sometimes, you encounter an import customs clearance delay - an all-too-common pain point that disrupts the flow of international trade.
Let’s dig into why these delays happen, how to address them, and what you - whether an importer or supply chain manager - can do to reduce their impact in the future.
Let’s dig into why these delays happen, how to address them, and what you - whether an importer or supply chain manager - can do to reduce their impact in the future.
Understanding US Import Customs Clearance
Customs clearance is the process during which the US Customs and Border Protection (CBP) reviews, inspects, and approves imported goods to enter the country legally. It involves a series of checks: documentation review, payment of duties/taxes, security controls, and sometimes physical inspection of the cargo.
The CBP doesn’t just protect revenue; it also enforces regulations for health, safety, agriculture, intellectual property, and more. This makes US customs particularly thorough compared to some other countries.
The CBP doesn’t just protect revenue; it also enforces regulations for health, safety, agriculture, intellectual property, and more. This makes US customs particularly thorough compared to some other countries.
Why Do Import Customs Clearance Delays Happen?
While a routine shipment might clear within hours, a handful of issues can hold your cargo up for days - or even weeks. Here are the most common culprits:
1. Incorrect or Missing Documentation
Customs documentation is key. Mistakes or omissions in your commercial invoice, packing list, bill of lading, arrival notice, import permit, or other critical docs can send your container into limbo. Common errors include:
2. Customs Examinations and Holds
Sometimes, CBP selects shipments for random inspection. But certain risk factors - such as origin from a “high-risk” country, unusual goods, new suppliers, or incomplete import history - can increase the inspection chances. Random exams typically add 1-5 days; more thorough checks may take longer.
3. Unpaid Duties and Taxes
If duties aren’t prepaid or the payment method has issues (e.g., insufficient funds, wrong bank account for ACH), processing stops until resolved.
4. Partner Government Agency Requirements
Other US agencies (FDA, USDA, EPA, CPSC, ATF, etc.) may require review or inspection, depending on your goods. Clearance can be held up if the necessary product registrations, certificates, or data aren’t provided upfront. For example, coffee imports may need USDA and FDA clearance for both food safety and agricultural risk.
5. Security Holds (e.g., ISF Filing Errors)
All ocean shipments require Importer Security Filing (ISF) at least 24 hours before loading at the origin port. Incomplete or late ISF filings result in customs holds and hefty penalties.
6. Port Congestion & Operational Delays
Even after customs release, your goods might still be stuck at the port due to vessel or terminal congestion - a reality highlighted in 2021-2022. Trucks may also be delayed due to labor shortages or equipment issues.
7. Inadequate Customs Broker Communication
Delays sometimes come down to poor hand-offs or miscommunication between importers and customs brokers.
8. Other Red Flags
Unusual volume spikes, inconsistent pricing, or suspicious activities can automatically flag shipments for closer scrutiny.
1. Incorrect or Missing Documentation
Customs documentation is key. Mistakes or omissions in your commercial invoice, packing list, bill of lading, arrival notice, import permit, or other critical docs can send your container into limbo. Common errors include:
- Wrong tariff codes (HTS codes)
- Incomplete product descriptions
- Conflicting data across different documents
2. Customs Examinations and Holds
Sometimes, CBP selects shipments for random inspection. But certain risk factors - such as origin from a “high-risk” country, unusual goods, new suppliers, or incomplete import history - can increase the inspection chances. Random exams typically add 1-5 days; more thorough checks may take longer.
3. Unpaid Duties and Taxes
If duties aren’t prepaid or the payment method has issues (e.g., insufficient funds, wrong bank account for ACH), processing stops until resolved.
4. Partner Government Agency Requirements
Other US agencies (FDA, USDA, EPA, CPSC, ATF, etc.) may require review or inspection, depending on your goods. Clearance can be held up if the necessary product registrations, certificates, or data aren’t provided upfront. For example, coffee imports may need USDA and FDA clearance for both food safety and agricultural risk.
5. Security Holds (e.g., ISF Filing Errors)
All ocean shipments require Importer Security Filing (ISF) at least 24 hours before loading at the origin port. Incomplete or late ISF filings result in customs holds and hefty penalties.
6. Port Congestion & Operational Delays
Even after customs release, your goods might still be stuck at the port due to vessel or terminal congestion - a reality highlighted in 2021-2022. Trucks may also be delayed due to labor shortages or equipment issues.
7. Inadequate Customs Broker Communication
Delays sometimes come down to poor hand-offs or miscommunication between importers and customs brokers.
8. Other Red Flags
Unusual volume spikes, inconsistent pricing, or suspicious activities can automatically flag shipments for closer scrutiny.
What Happens When Your Import Gets Delayed?
When a delay occurs, Customs typically issues a notification:
- CBP Hold/Examination Notice: Indicates your goods have been selected for the type of inspection (document review, X-ray, or more thorough 'intensive exam').
- Messages from your customs broker or freight forwarder: Alerts about additional documentation, payments required, or exam status.
- Demurrage and Detention Fees: If your container stays in the port/terminal too long, daily storage fees may accrue - sometimes reaching hundreds of dollars per day.
How to Resolve US Customs Clearance Delays
As soon as a delay is flagged, act quickly:
Communicate Promptly with Your Broker and CBP
Gather and Submit All Needed Documentation
Arrange Immediate Payment of Outstanding Fees
If Under Inspection, Cooperate Fully
Plan for Fees
Learn for Next Time
Communicate Promptly with Your Broker and CBP
- Ask for detailed status updates.
- Clearly request the specific documents or data needed to clear the hold.
Gather and Submit All Needed Documentation
- Double-check all paperwork for accuracy (HTS codes, descriptions, invoice values).
- Provide additional certificates or permits for FDA/USDA/EPA, where needed.
Arrange Immediate Payment of Outstanding Fees
- Pay duties, taxes, and any penalties straight away to prevent further delay.
If Under Inspection, Cooperate Fully
- Respond to all queries and supply any extra info requested by CBP officers.
- Be patient - some physical inspections simply take time and can’t be hurried.
Plan for Fees
- Prepare for possible demurrage, storage, or examination costs. Budgeting for these minimizes last-minute financial headaches.
Learn for Next Time
- Review what caused the delay after resolution - did your ISF get filed late? Was paperwork missing? Use this knowledge to shore up future imports.
Tips to Prevent Customs Clearance Delays in the Future
- Work with an experienced US customs broker: Choose one familiar with your product category and trading lanes.
- Ensure all required documents are completed before shipping: Check, double-check, and triple-check.
- File the Importer Security Filing (ISF) on time: Missing the 24-hour deadline is a top delay trigger.
- Prepare for other agency requirements: Know if your product needs FDA, USDA, DOT, or EPA clearance.
- Stay updated with US import regulations: Rules can change fast, especially for food, supplements, chemicals, or electronics.
- Maintain open communication with all supply chain partners: Transparency helps everyone act quickly when something goes sideways.
Real-World Example: Vietnamese Coffee Shipments to the US
Vietnamese coffee has become increasingly popular in the US. Importers bringing coffee into the US must comply with USDA and FDA regulations on top of regular customs requirements. Many first-timers find their shipments delayed due to missing phytosanitary certificates or non-compliance with labeling requirements.
Already sourcing or considering Vietnamese coffee? MR.VIET offers export-ready coffee, chocolate, and snacks with full documentation, FDA-compliant labeling, and experience shipping directly to the US market.
Already sourcing or considering Vietnamese coffee? MR.VIET offers export-ready coffee, chocolate, and snacks with full documentation, FDA-compliant labeling, and experience shipping directly to the US market.
When to Get Extra Help: Your Rights and Options
If you feel a hold is unjustified or resolution is dragging without clear reason, you (or your broker) can request clarification directly from the CBP port director or escalate to the CBP Center for Excellence and Expertise for your industry. In rare cases, legal assistance may be needed to resolve long-standing or unclear detentions.