Written by Beth Dibnah, Customs Clearance Coordinator, at ChamberCustoms
The Importance of Customs Compliance
Customs compliance has become a core part of international trade. UK importers and exporters are legally responsible as the importer or exporter of record, meaning accountability for customs declarations, duties, liabilities and errors ultimately sits with the business itself.
Many traders work with freight forwarders or third-party logistics providers (3PLs) to manage the movement of their goods, and in some cases, customs clearance. This is often a practical and effective approach. However, as customs requirements become more complex, businesses are increasingly reviewing how customs compliance is managed to ensure accuracy, consistency and long-term compliance.
As a result, a growing number of businesses are choosing to work with a dedicated customs agent alongside their logistics partner.
Importer and Exporter Responsibilities
Customs declarations are legal documents. Errors relating to commodity classification, valuation, origin or procedure codes can result in:
Underpayment of duties or import VAT
Retrospective charges and penalties
Increased scrutiny from customs authorities
Delays to future shipments
Even where a third party submits declarations, the responsibility remains with the importer or exporter. The precise legal position can vary depending on the customs representation model used; for a clear explanation, see our Customs Representation Guide. This makes it essential that declarations are completed accurately and supported by robust record-keeping.
The Role of Freight Forwarders and 3PLs
Freight forwarders and 3PLs play an essential role in global supply chains. Their expertise lies in moving goods efficiently, arranging transport, managing routes, coordinating with carriers and overseeing the physical movement of goods.
Because they manage logistics end-to-end, they often have excellent visibility of shipment timelines, port activity, and delivery requirements. Customs clearance may form part of their service offering, and not their primary focus.
In some cases, this can mean that:
Customs data is processed primarily to support shipment flow
Commodity codes or customs valuation assumptions can be made
Documentation is stored across different systems
Over time, this can make it more challenging for importers and exporters to maintain oversight of their customs activity.
Record Keeping Challenges
HMRC requires businesses to retain customs records for several years, including declarations, invoices, transport documents and supporting evidence.
A common issue that we see time and time again during compliance checks is not necessarily the declaration itself, but the inability to quickly produce the correct supporting documentation.
When customs clearance is managed across multiple logistics providers:
Documents may not be sent to the importer/exporter promptly
Records may be stored in different formats or locations
Key information may be missing or incorrectly referenced
Ultimately, it is the trader who must respond to any queries and demonstrate compliance.
For further insight into strengthening documentation practices and embedding a culture of compliance, see our Building a Culture of Compliance blog.
Why a Dedicated Customs Agent Helps
A customs agent, like ChamberCustoms, specialises in customs clearance and compliance. Unlike a freight forwarder, their role is focused entirely on customs activity rather than balancing this alongside logistics operations.
This delivers several key advantages:
1. Accuracy First
Customs agents are trained specifically in customs legislation, tariff classification and declaration processes. Their priority is getting the declaration right first time, reducing the risk of errors, amendments and penalties.
2. Specialist Knowledge
A dedicated customs agent will have in-depth knowledge of:
Commodity codes and customs procedure codes
Incoterms and customs valuation
Licensing, controlled goods and safeguarding requirements
Origin and preference claims
These are the area's most likely to result in compliance issues if declared incorrectly.
3. Consistency and Control
Working with a single customs agent provides:
A consistent approach to declarations
Clear accountability
A single point of contact for customs queries
This makes customs activity easier to manage, audit and review internally.
4. Structured Record Management
A professional customs agent ensures that import and export documentation is issued clearly, declared correctly and retained securely. This supports audit readiness and reduces disruption if queries arise months or even years later.
5. Ongoing Support
If customs authorities raise questions after clearance, having a customs agent who understands your business, products and trading patterns allows issues to be addressed quickly and confidently, without having to re-establish product, supply chain and historical declaration context.
A Collaborative Approach to Trade Compliance
Using a customs agent does not replace the need for a freight forwarder or 3PL. Instead, it creates a clear division of responsibility:
Freight forwarder / 3PL – transport, logistics and delivery
Customs agent – customs clearance, compliance and liaison with authorities
This approach allows each party to focus on their area of expertise, while enabling the importer or exporter to retain visibility and control over customs risk.
Beyond Clearance: Additional Compliance Support
For some businesses, customs clearance alone is sufficient. However, where trade flows are complex or regulatory risk is higher, additional compliance support can add significant value.
In addition to submitting declarations, some customs agents such as ChamberCustoms, can also support businesses with:
Customs audits and health checks: identifying historic risk before it becomes a liability.
Procedure reviews: e.g. inward and outward processing, and customs warehousing.
Classification and valuation: providing defensible positions aligned with legislation.
Policy and regulatory updates: translating regulatory change into practical actions.
Training and knowledge transfer: helping businesses build understanding and resilience.
Support with post-clearance queries or disclosures: ensuring responses are accurate, proportionate and well-documented
This wider advisory capability allows businesses to move from reactive customs processing to proactive compliance management, while continuing to work collaboratively with their freight forwarders and logistics partners.
The Bottom Line
Customs clearance is no longer just a shipping task. It is a strategic compliance function that directly affects cost, risk and operational continuity.
By appointing a dedicated customs agent, businesses can:
Reduce financial and regulatory risk
Improve accuracy and consistency
Strengthen record-keeping and audit readiness
Build a stronger international trade operation
For businesses trading internationally, a customs agent is not a replacement for logistics partners, but a trusted compliance specialist working alongside them.