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Urgent!! Problem with the DAP certificate of origin
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TRACKING NO. 20251227 / GLOBAL Zhongshen Trade · 23+ Years of Expert Trade Agency
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I'm an auto parts exporter in Ningbo. Last week, we sent a batch of goods to Hamburg, Germany using the DAP clause, but today, the freight forwarder suddenly said that...The consignee information on the shipping document is incorrect, and the customs won't release the goods. The client's production line is in urgent need of them and has been pressuring me every day. Who is responsible for this certificate under the DAP terms? Is it still possible to amend the shipping document now? Will we incur high demurrage charges? I'm going crazy with anxiety!
Victor SunYears of service：5Customer Rating：5.0
Trade Risk Control ManagerStart a Chat
The issue you encountered is indeed very challenging under the DAP terms，but there is still a remedial window. First，clarify the responsibility allocation: the Certificate of Origin is a core document for export customs clearance and import tariff preferences. Although under DAP terms，the buyer is responsible for import declaration，it is the seller's fundamental obligation to accurately provide the Certificate of Origin. Erroneous information directly prevents the buyer from completing customs clearance，and the responsibility lies with the seller. Now，four urgent actions must be taken immediately。
1. Have the freight forwarder immediately submit a "Pre-Application for Document Modification" (Antrag auf nachtr?gliche ?nderung) to the Hamburg Customs to secure a guarantee release。
2. Simultaneously apply to the China Council for the Promotion of International Trade (CCPIT) or the customs authority for a corrected certificate. Note that simple amendments are not sufficient - the certificate must be reissued with the annotation "REPLACEMENT CERTIFICATE"。
3. Prepare a letter of explanation to demonstrate that the errors were not due to malicious intent。
4. Verify whether the errors affect tariff preference eligibility - if involving EUCAROM or preferential tariff rates，errors may result in loss of benefits，and the client may seek compensation。
The most critical factor is time: EU customs typically allow 10 working days after arrival to correct documents. Exceeding this deadline may lead to inspection or return of goods. Storage fees begin accruing on the fifth natural day. This cost must now be clarified in the email to the client regarding responsibility allocation to avoid future disputes.
Linda GaoYears of service：7Customer Rating：5.0
Documentation SupervisorStart a Chat
Now every minute counts. You must immediately initiate three urgent actions:
1. Have your freight forwarder apply for "Pre-Amendment" or "Customs Guarantee" at the destination port’s customs office. This can delay the start date of port detention fees by 3-5 days and costs approximately 200-500 EUR, but it’s worth it.
2. Calculate the costs immediately: Hamburg Port’s Free Time is typically 5 days. Storage fees start on the 6th day, with small containers costing 45-65 EUR per day and large containers 80-120 EUR. Detention fees are added after 10 days. Every hour of delay now increases your costs by 15-20 EUR.
3. Contact your Certificate of Origin issuing authority (China Council for the Promotion of International Trade or customs) immediately to request an "urgent correction." This typically takes 2-3 working days, but if you submit the request today, you can receive the new certificate by tomorrow morning via urgent electronic transmission. Hamburg customs can process it as soon as the next day. Meanwhile, have the buyer’s German customs broker submit a "Provisional Customs Clearance" (Vorl?ufige Verzollung) application simultaneously. Use a bank guarantee to retrieve the goods first and submit the correct documents later. Remember: Under DAP terms, you as the seller must bear all costs until unloading, so you’ll likely end up covering these port detention fees. Proactively propose a cost-sharing solution in your email now—don’t wait for the client to initiate it—to seize control of the negotiation process.
Andy GuoYears of service：3Customer Rating：5.0
Supply Chain Management ExpertStart a Chat
The client's production line is waiting for the documents to proceed, and every minute of your silence now is eroding trust. Send an urgent email to the client immediately with the subject line "URGENT: Action Taken on CO Error + Solution Timeline". The body should consist of three sentences:
1. Acknowledge the error and apologize without making excuses.
2. Clearly state the remedial measures you have initiated (reissuing certificates + applying for guarantee clearance).
3. Provide precise timelines: "New certificates will be issued before 14:00 Beijing time tomorrow, and are expected to reach customs in Hamburg by 10:00 the day after tomorrow. The goods can be cleared for release no later than 14:00 the day after tomorrow."
Crucially, propose cost-sharing: "Given that the responsibility for the document errors lies with us, we will cover the resulting detention fees and guarantee costs, estimated at no more than 800 EUR, which will be reimbursed based on actual invoices."
Finally, add: "To prevent future risks, we recommend immediately activating the 'destination document pre-review mechanism' under DAP terms. We will send all customs clearance documents to your designated customs broker for review 48 hours before the next shipment."
This approach demonstrates professionalism while turning the crisis into an opportunity to build long-term trust. Remember: Under DAP terms, buyers are responsible for import clearance, but sellers must ensure document accuracy. By taking proactive responsibility now, you can win credibility for future cooperation.