For successful customs clearance of shipments to EU countries, it is important to correctly use the IOSS number, choose appropriate delivery methods with pre-clearance in Poland, and accurately specify the value and description of the goods on the invoice.
Who this article is for
- For sellers from Ukraine who ship goods to customers in European Union countries.
- For those who sell through marketplaces (Etsy, eBay, etc.) and receive an IOSS number from the platform.
- For owners of their own websites and sellers on social networks who process shipments to the EU without an IOSS number.
Recommendations for customs clearance
Proper customs clearance is an important component of successful international delivery of goods.
To avoid delays and negative consequences that may arise during customs clearance in the recipient country, it is important to understand which customs rules are currently in force in the EU and to follow certain rules and tips.
We have gathered a number of such recommendations for you:
1. Get acquainted with the EU customs rules. For this, we have prepared an article here here.
2. If your product costs up to 150 euros, and you sell through marketplaces (Etsy, eBay), be sure to indicate the IOSS number provided by the platform when creating the shipment. This will help simplify the customs clearance process and avoid additional charges, since for goods of such value marketplaces collect the duty themselves and it is already included in the invoice. Learn more about IOSS numbers.
3. Pre-clearance for shipments with IOSS: If your shipment is destined for EU countries, and the goods were sold on a marketplace that already charged VAT from the buyer and provided you with an IOSS number, consider using delivery services with clearance in Poland. For this, use UPS Ground or FedEx Regional Economy, DPD. The delivery cost includes broker services and, thanks to pre-clearance directly in Poland, you will avoid unnecessary delays and double taxation during customs clearance in the recipient country.
Read more about how to avoid double taxation on shipments to Europe here.
4. Indicating the correct declared value and attaching the invoice to shipments to the EU. If you ship goods, specifying the IOSS, the system will ask you to upload the invoice. And if your goods are valued above 150 euros, or you sold it on your own website (including Shopify) or through social networks and, accordingly, VAT was not charged immediately and there is no IOSS number, then the invoice should also be added. Your parcel will go through the standard customs clearance procedure in the recipient country. For goods valued up to 150 euros, only VAT is charged, and for those valued above 150 euros, customs duties are also charged. Rates depend on the destination country.
For such shipments, we recommend controlling the declared value according to the price of the goods on the invoice and adding to the shipment an invoice for payment for your product. If the delivery checkout system provides a field to add an invoice online, we recommend using this field and uploading the document.
It is also recommended to warn European customers that the customs authorities of the recipient country will charge import duties in accordance with the law. You can refer to our article, where, in the example of communicating with a German customer, we describe in detail how to act.
5. Choosing the optimal delivery service: When choosing a delivery service, pick the one that provides convenient and efficient customs clearance. Consider the value of your cargo, its destination, and the requirements for delivery speed. Note that a service with pre-clearance in Poland (followed by free movement within the EU) is available only for goods with IOSS numbers for which VAT has already been paid. Such shipments you can send via FedEx Regional Economy, UPS Ground and DPD. These shipments are currently dispatched once a week on Wednesdays. Please take this into account when planning your shipments.
6. Mistakes in customs clearance: It is forbidden to indicate the IOSS code when shipping goods valued over 150 euros or in cases where the goods were not sold on marketplaces and VAT was not paid. Such shipments may be delayed, and senders may be fined for additional processing.
Remember that proper planning and the selection of optimal delivery and customs clearance services can significantly simplify the process of delivering cargo to EU countries and ensure your customers’ satisfaction.
Here is what you need to know about delivery methods to Europe:
UPS Express Delivery
Packages up to 150 euros with an indicated IOSS number are cleared in Poland and delivered already cleared. The pre-clearance option requires an additional payment of 2$ when adding IOSS; you will see this amount separately at the end of checkout. Packages over 150 euros or without an IOSS number are subject to customs clearance in the recipient country.
FedEx Priority Delivery
All shipments are subject to customs clearance in the recipient country.
UPS Ground, DPD, FedEx Regional Economy Delivery
All shipments are cleared in Poland. Broker services are already included in the delivery cost shown in the calculator. If the value of the shipment exceeds $150 or the IOSS number is not provided, choose alternative delivery methods. If you ignore these recommendations, the package may be stopped for further inspection, with a fine of $20 or more.
Nova Global Europe Delivery
Delivery is made to the following countries: Poland, Republic of Moldova, Estonia, Lithuania, Latvia, Germany, Romania, Slovak Republic, Hungary, Czech Republic, Italy. The recipient is responsible for customs clearance in their country. We recommend providing the IOSS number to facilitate the customs clearance process. You may need a copy of the marketplace invoice to clear the shipment in the recipient country.
З нами ви отримаєте доступ до широкого спектру послуг доставки, які забезпечать швидке та безпечне митне оформлення вашого товару. Оберіть свій ідеальний варіант доставки вже сьогодні!
Checklist before sending a parcel to the EU
- Check if you have an IOSS number from the marketplace for goods up to 150 euros.
- Accurately declare the value of the contents, matching the price on the invoice.
- Prepare and attach the invoice to the shipment (as a file or in the online portal of the checkout system).
- Notify the buyer that customs in their country may assess VAT and duties in accordance with local law.
- Choose the shipping method considering where customs clearance will take place and whether pre-clearance in Poland is required.
How different courier services handle customs clearance in the EU
| Delivery service | Where customs clearance takes place | IOSS usage features |
|---|---|---|
| UPS Express | Packages up to €150 with IOSS are cleared in Poland, packages over €150 or without IOSS are cleared in the recipient’s country. | For pre-clearance with IOSS in Poland, an additional $2 is charged when the number is provided. |
| FedEx Priority | All shipments are cleared in the recipient country. | It is recommended to include an invoice and, if available, note that the buyer will pay VAT. |
| UPS Ground, DPD, FedEx Regional Economy | All shipments are cleared in Poland, brokerage services are already included in the delivery cost. | For shipments with an IOSS number and a value up to €150, the scheme works optimally; if the value is over €150 or there is no IOSS, it is better to choose another method. |
| Nova Global across Europe | Customs clearance takes place in the recipient country; the recipient is responsible. | It is recommended to specify the IOSS number and have a copy of the marketplace invoice for customs clearance. |
Common mistakes in EU customs clearance
- Declaring IOSS for goods priced over €150 or goods sold outside marketplaces.
- Understating the value declared in the customs declaration relative to the actual sale price.
- Sending parcels without an invoice, which complicates customs clearance and delays delivery.
- Choosing a pre-clearance service for parcels without IOSS or with value above the allowed limit.
Frequently Asked Questions about the customs clearance of shipments to the EU
When is it necessary to indicate the IOSS number?
The IOSS number must be indicated if the item is valued up to 150 euros and was sold on a marketplace (for example, Etsy or eBay), which already charged VAT to the buyer and provided you with the IOSS number.
Why can't I specify IOSS for goods over €150?
For goods valued over 150 euros, IOSS does not apply. If IOSS is indicated in such shipments, the parcel may be delayed, and the sender may be fined for extra processing.
When is it necessary to include an invoice with the shipment?
An invoice should be added in all cases: if IOSS is used, the system will prompt you to upload it; if there is no IOSS or the value is more than 150 euros, the invoice helps the customs authorities confirm the value and avoid additional inquiries.
Which delivery services include pre-customs clearance in Poland?
Pre-clearance in Poland is available for shipments with an IOSS number via UPS Ground, FedEx Regional Economy and DPD; brokerage services are already included in the delivery cost.
What happens if you ship a package without IOSS where it is required?
The parcel may also be subjected to additional checks, VAT and duties may be charged to the recipient, and sometimes — the parcel is stopped for inspection and a penalty of at least $20 is imposed on the sender.
Is customs clearance always carried out in Poland?
No. For example, FedEx Priority is always processed in the recipient’s country, and Nova Global places the responsibility for customs clearance on the recipient in his country.
Configure delivery to the EU without unnecessary delays
- Familiarize yourself with the current EU customs regulations and IOSS requirements.
- Choose delivery options with pre-customs clearance in Poland for shipments with an IOSS number and a value up to 150 euros.
- For higher-value goods or sales outside marketplaces, prepare invoices and inform customers about potential customs duties.
If you are having trouble choosing the optimal delivery method or setting up the documents, contact Western Bid support — experts will help you choose a tariff and delivery format for your product and the recipient country.
Choose the ideal shipping option
With us you will have access to a wide range of delivery services that will ensure fast and secure customs clearance of your goods. Choose your ideal delivery option today!
UPS Express, UPS Ground delivery
UPS Express – fast door-to-door delivery to the customer’s doorstep in another country. Ideal for those who need to ship goods in the shortest possible time.
FedEx
FedEx Priority (FedEx) delivery is an express door-to-door delivery to the customer’s door in another country.
Delivery to Europe from Ukraine via DPD
If you need to send a parcel to Europe, you can choose international delivery from Ukraine by Dynamic Parcel Distribution (DPD).
Nova Poshta delivery
Nova Poshta Delivery – it is a simple and cost-effective way to deliver your parcels to most countries around the world.
Delivery Consolidation Plus
Consolidated shipping through our US warehouse will save you money. Consolidation Plus on WesternBid.com: a consolidation for convenient and efficient management.
Delivery Consolidation Direct
This is a cost-effective delivery option for those who sell eight or more items to international customers daily. This service allows customers to consolidate their purchases.