Customs clearance guide
Customs Clearance Guide: Procedures, Documents, HS Code & Duties
Customs Clearance Guide
Customs clearance is an essential stage in the import and export chain. Arrival at a port, airport, or border is not enough — release requires document review, accurate HS classification, duty calculation, and any approvals tied to the goods.
This guide covers what international traders need before clearance, including steps, documents, HS Code importance, duty factors, and common mistakes that delay release — with practical notes for lanes involving Syrian ports and crossings.
Quick Summary: Customs Clearance in Syria
- Customs clearance is the procedure that allows goods to enter the market after fulfilling all customs and regulatory requirements
Successful clearance depends on the accuracy of the commercial invoice, packing list, certificate of origin, shipping document, and HS Code.
- Customs duties are not determined by the name of the goods alone, but by the customs classification, value, country of origin, and type of goods
- Some goods may require additional approvals or special certificates before release
- Any discrepancy between the documents and the actual goods may result in delays, additional inspection, declaration amendments, or extra costs
- Reviewing documents before the shipment arrives helps minimize risks and expedite release procedures
What Is Customs Clearance?
Customs clearance is the set of procedures carried out before customs authorities and relevant bodies to legally permit the entry or exit of goods. These procedures include submitting the customs declaration, reviewing documents, determining the customs classification, calculating duties, following up on inspection when needed, and completing the release of the shipment.
In Syria, customs clearance may take place at:
- Seaports
- Airports
- Land border crossings
- Customs depots
- Free zones or bonded warehouses depending on the type of operation
- Clearance does not depend on a single step alone, but on the alignment of shipment data with customs, commercial, and regulatory requirements
When Do You Need Customs Clearance?
Customs clearance is required when:
- Importing commercial goods into Syria
- Exporting goods from Syria abroad
- Bringing goods through seaports, airports, or land border crossings
- Shipping equipment, machinery, or raw materials
- Importing food, chemical, medical, or electrical goods
- Bringing in shipments that require special approvals or certificates
- Transferring goods from a free zone or bonded warehouse to the domestic market
Where Does Customs Clearance Take Place in Syria?
- The clearance location varies according to the shipping method and the point of entry of the goods
Customs Clearance at Seaports
Clearance is carried out upon the arrival of sea shipments at Syrian ports, particularly:
- Port of Latakia
- Port of Tartus
- This type is suitable for full container loads, general cargo, equipment, industrial materials, and packaged food products
Customs Clearance at Airports
- Applicable to air shipments, depending on the arrival airport, route availability, and acceptance of commercial cargo
- This type is suitable for urgent shipments, samples, small parcels, high-value goods, or time-sensitive products
Customs Clearance at Land Border Crossings
- Applicable to shipments arriving by road through border crossings, depending on the status of the crossing, country of origin, type of goods, and final destination within Syria
- This type is suitable for regional shipments coming from neighbouring countries or via international overland routes
Customs Clearance Steps in Syria
The customs clearance process goes through several interconnected stages. Details may vary depending on the type of goods, shipping method, and border crossing, but the general framework is as follows:
- 1. Gathering Shipment Data
The process begins by collecting the essential data:
- Type of goods
- Country of origin
- Country of shipment
- Gross weight
- Number of packages
- Value of goods
- Shipping method
- Port, airport, or border crossing
- Final delivery city
- Available commercial documents
- Any deficiency in this data may lead to delays in quoting clearance costs or preparing the customs declaration.
- 2. Reviewing Commercial Documents
- The commercial invoice, packing list, certificate of origin, and shipping document are reviewed to ensure that all key data is consistent
Attention must be paid to:
- Consistency of the goods description across all documents
- Consistency of weight and number of packages
- Clear statement of country of origin
- Clear statement of goods value
- No discrepancy between the invoice and the packing list
- Sufficient commercial description for customs classification
- 3. Determining the HS Code
- The appropriate HS Code is determined based on the nature of the goods, their material, function, use, and technical specifications
Relying solely on the trade name is not sufficient. A single product may have more than one possible classification depending on:
- The material it is made of
- The method of use
- The degree of processing
- The presence of electrical or mechanical components
- Whether it is a raw material or a finished product
- Whether it is a part or a complete machine
- 4. Verifying Approvals and Restrictions
- For some goods, the customs declaration and commercial documents alone are not sufficient; additional approvals or certificates from competent authorities may be required
This may include:
- Food products
- Chemical substances
- Electrical appliances
- Medical products
- Cosmetics
- Agricultural products
- Animal products
- Devices containing batteries
- Goods with restricted use
- 5. Preparing the Customs Declaration
- After reviewing the documents and determining the classification, the customs declaration is prepared according to the required data
The declaration typically includes:
- Importer details
- Exporter details
- Description of goods
- HS Code
- Value
- Weight
- Country of origin
- Country of shipment
- Mode of transport
- Attached documents
- Applicable duties and taxes based on the case
- 6. Submitting the Declaration and Follow-Up
- The declaration and documents are submitted to the competent customs authority, and the review and procedures are then followed up
The review may include:
- Document verification
- Description matching
- Classification review
- Value review
- Requesting additional documents
- Referring the shipment for inspection when necessary
- 7. Inspection When Necessary
Customs or competent authorities may request an inspection of the goods, particularly when there is a discrepancy in the description, doubt about the classification, incomplete documents, or when the nature of the goods requires verification.
Inspection may include:
- Matching the number of packages
- Matching the description
- Checking marks and labels
- Reviewing the country of origin
- Verifying packaging
- Taking samples for certain types of goods when necessary
- 8. Calculating Duties and Taxes
- After the classification and value are approved, duties and taxes along with any applicable charges are calculated according to the customs tariff heading and current regulations
- Duties must not be estimated based solely on the name of the goods. The HS Code, value, country of origin, and any applicable restrictions or exemptions must be reviewed.
- 9. Payment and Completion of Release
- After paying the applicable duties and charges and fulfilling all requirements, the release procedures for the shipment are completed
- 10. Exit of Goods or Arrangement of Inland Transport
After release, arrangements are made for the goods to exit the port, airport, or border crossing, followed by coordinating inland transport to the warehouse or the consignee's door as agreed.
Documents Required for Customs Clearance in Syria
Documents vary depending on the type of goods, shipping method, country of origin, and border crossing, but they generally include:
- Commercial Invoice
This is one of the most important clearance documents, as it specifies:
- Seller's name
- Buyer's name
- Description of goods
- Quantity
- Value
- Currency
- Terms of sale
- Country of origin when required
- The description of goods must be clear and accurate, as an imprecise description can affect the classification and duties
- Packing List
This details the packaging and packages, such as:
- Number of packages
- Type of packaging
- Net weight
- Gross weight
- Dimensions
- Distribution of goods within packages or the container
- Pallet or carton numbers when required
- The packing list is very important for inspection and matching, especially for multi-item shipments
- Certificate of Origin
- This indicates the country of origin of the goods and may be required to determine the customs treatment or to apply agreements, exemptions, or special requirements
- The data on the certificate of origin must match the invoice and shipping document
Shipping Document
This varies by mode of transport:
- Bill of Lading for sea freight
- Air Waybill for air freight
- CMR for road freight
- Used to prove transport data, shipper, consignee, point of origin, point of arrival, and shipment description
Customs Declaration
- This is the procedural document through which shipment data is registered with customs, based on commercial documents, customs classification, and value
- HS Code
- The customs classification code is essential for determining duties, restrictions, and potential approvals
- Special Approvals or Certificates
These may be required for certain goods, such as:
- Health certificate
- Agricultural or phytosanitary certificate
- Conformity certificate
- Import permit
- Approval from a competent technical authority
- Analysis certificate
- MSDS or SDS for chemical substances
- Special documents for batteries or hazardous materials
Syrian Customs Tariff and HS Code
- Customs classification is based on the Harmonized System (HS), an international system for classifying goods used as the basis for customs tariffs and trade statistics
- However, determining the tariff heading is not done automatically from the name of the goods alone. The product's specifications, function, material, and use must all be studied
Why Is the HS Code Important?
Because the HS Code affects:
- The customs duty rate
- Required approvals
- Restrictions or prohibitions if applicable
- Required technical or health certificates
- The method of duty calculation
- The speed or delay of customs release
Common Classification Mistakes
- Selecting a code based solely on the trade name
- Using a general heading instead of a more specific one
- Failing to distinguish between a part and a complete machine
- Not specifying the material of manufacture
- Not stating the end use
- Not providing a catalogue or technical drawing when required
- Using an outdated heading without checking the current tariff schedule
What Data Is Required to Determine the HS Code More Accurately?
- Commercial name of the goods
- Clear technical description
- Material of manufacture
- Method of use
- Country of origin
- Product images
- Catalogue or datasheet if available
Is the Product a Component or a Complete Product?
Is It Electrically Powered?
Does It Contain a Battery or Chemical Substance?
Is It a Food, Medical, Cosmetic, or Agricultural Product?
How Are Customs Duties Calculated?
There is no single rate applicable to all goods. Duties vary depending on:
- HS Code
- Customs value
- Country of origin
- Type of goods
- Method of import
- Existence of agreements or exemptions
- Existence of additional duties or charges
- Need for special approvals or certificates
- Therefore, duty estimation must be treated as a process linked to specific shipment data, not as a fixed general figure
What Is the Difference Between Customs Clearance and Customs Duties?
- Customs clearance is the complete procedure for legally importing or exporting goods, and encompasses the documents, declaration, classification, inspection, payment, and release
- Customs duties, on the other hand, are one component of this procedure and represent the amounts levied on the goods according to the applicable tariff and regulations
- In other words: duties are part of clearance, not the entirety of it
Goods That May Require Special Review Before Shipping
- Some goods require prior scrutiny before shipping, as their acceptance or clearance may be subject to additional approvals or certificates
Examples:
- Food products
- May require health certificates, ingredient data, expiry dates, and labelling or origin requirements
- Chemical substances
- May require an MSDS or SDS, hazard classification, UN number if applicable, and a statement of intended use
- Electrical appliances
- May require conformity certificates or technical approvals depending on the type and specifications of the device
- Medical or pharmaceutical products
- May require special approvals from competent authorities prior to import or release
- Cosmetics
- May require ingredient information, health certificates, or approvals depending on the product type
- Machinery and equipment
- May require a technical catalogue, detailed specifications, and an accurate classification code to determine whether it is a complete machine, a component, or a production line
Mistakes That Delay Customs Clearance
The most common mistakes that lead to delayed release:
- Description discrepancy between the invoice and the packing list
- Mismatch in the number of packages
- Missing certificate of origin
- Using an inaccurate HS Code
- Unclear statement of country of origin
- Discrepancy between the weight in documents and the actual weight
- Failure to disclose the presence of batteries or chemical substances
- Missing MSDS for goods that require it
- Failure to obtain special approvals before the shipment arrives
- Submitting an invoice with an unclear value or an excessively brief description
- Multiple types of goods in a single shipment without clear itemisation
- Delayed submission of original documents when required
Tips Before Starting Customs Clearance
Before shipping goods to Syria, it is recommended to take the following steps:
- Review the commercial invoice before finalising it
- Ensure the goods description is clear
- Prepare a detailed packing list
- Determine a preliminary HS Code before shipping
- Verify whether special approvals are required
- Match the certificate of origin with the invoice and shipping document
- Prepare an MSDS for chemical or sensitive materials
Review Shipping Terms (Incoterms)
- Confirm the importer's name and details
- Estimate expected duties before the shipment arrives
- Avoid shipping goods before confirming they are clearable
Customs Clearance Steps with Across MENA
- 1. Reviewing Shipment Data
- We begin by examining the type of goods, country of origin, shipping method, weight, value, and available documents
- 2. Document Verification
- The invoice, packing list, certificate of origin, and shipping document are reviewed before the procedure commences
- 3. Customs Classification Review
- We assist you in reviewing the appropriate HS Code based on the nature of the goods and the available technical data
- 4. Verifying Special Requirements
- We review whether the goods require approvals, certificates, MSDS, or additional documents
- 5. Following Up on the Customs Declaration
- Declaration procedures are coordinated and communication with relevant authorities is managed according to the border crossing and type of shipment
- 6. Following Up on Inspection and Release
- If an inspection or additional documents are requested, the procedure is followed through until the release is completed
- 7. Coordinating Inland Transport
- After release, inland transport of the goods to the warehouse or the consignee's door within Syria can be arranged as needed
Why Choose Across MENA for Customs Clearance?
Across MENA helps traders and importers manage the customs clearance process with greater clarity through:
- Reviewing documents before the shipment arrives
- Reducing the risk of data discrepancies
- Supporting the selection of the appropriate HS Code
- Coordinating with customs brokers and relevant authorities
- Following up on all clearance stages until release
- Linking clearance with sea, air, and land freight services
- Providing a clearer picture of costs and requirements before execution
- Our goal is to transform customs clearance from a complex and unpredictable stage into a more organised and transparent process for traders and importers
Frequently Asked Questions About Customs Clearance in Syria
What is customs clearance in Syria?
Customs clearance is the set of procedures that allow goods to legally enter or exit Syria. It includes submitting the customs declaration, reviewing documents, determining the HS Code, calculating duties, and releasing the shipment.
What are the essential documents for customs clearance?
They generally include the commercial invoice, packing list, certificate of origin, shipping document, customs declaration, and HS Code, in addition to any special approvals or certificates depending on the type of goods.
Can customs duties be determined before shipping?
Duties can be estimated preliminarily when the goods description, HS Code, value, country of origin, and shipping method are available. However, the final figure depends on customs approval and the regulations in force at the time of clearance.
Is the HS Code required for customs clearance?
Yes, the HS Code is required because it affects duties, approvals, restrictions, and the speed of releasing the shipment
What happens if the HS Code is incorrect?
An incorrect classification may result in a declaration amendment, delayed release, requests for additional documents, duty differences, or other measures depending on the situation
Do all goods require special approvals?
No, not all goods require special approvals. However, certain products such as food, chemical, medical, agricultural, electrical, or sensitive goods may require additional certificates or approvals.
What is the difference between a commercial invoice and a packing list?
The commercial invoice states the value, sale terms, and commercial description, while the packing list details the packages, weights, dimensions, and the distribution of goods.
Can clearance be initiated before the shipment arrives?
Clearance preparation can begin before the shipment arrives by reviewing documents, classification, and requirements. The final procedures, however, are carried out according to the arrival of the goods and the requirements of the border crossing.
Does customs clearance include inland transport?
Not necessarily. Clearance refers to completing the customs procedures, while inland transport is an additional service that can be arranged after the goods are released
How can I avoid delays in customs clearance?
The best approach is to review documents before shipping, determine the HS Code accurately, prepare the necessary approvals, and ensure the invoice, packing list, and shipping document are consistent.
Book a Customs Clearance Service in Syria
If you have an incoming shipment to Syria by sea, air, or land, the Across MENA team can assist you in reviewing documents, examining the customs classification, verifying requirements, and following up on clearance procedures until the goods are released.
- Send your shipment details now, and we will help you manage customs clearance with greater clarity and efficiency
- Request Customs Clearance Service