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How to write a customs situation statement?
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Our company's shipment was inspected by the customs and we were asked to provide a situation explanation. This is our first time dealing with this and we have no idea how to write it. We're worried that making mistakes might affect the customs clearance. Could you please tell us how to write it in a way that meets the customs requirements?
Grace WangYears of service：10Customer Rating：5.0
Senior Foreign Trade ConsultantStart a Chat
When writing a customs situation explanation，the key is to enable customs authorities to quickly identify the issues and demonstrate your compliance intention and rectification capabilities. First，the title must be standardized，with a suggested format: "Explanation on XXXX Commodities (HS Code XXXX) XXXX Situation"，and the heading should specify the specific customs department. The body of the document should be divided into four sections。
1. Objectively state the facts，including the declaration number，inspection time，and customs questions raised，without showing emotion。
2. Explain the reasons. If it's a classification error，explain the basis for the original classification，but avoid being too defensive。
3. Describe the rectification measures: what has already been done and what will be done next，with specific timelines。
4. Express your attitude and commitment to enhance learning and improve internal controls。
Attachments are crucial and must include: contracts，invoices，packing lists，product manuals，chat records，etc。corresponding to the numbered customs questions. Finally，sign and stamp the document with the date，and provide the contact information of the responsible person，including their phone number and email address。
Remember three taboos。
1. Do not make excuses。
2. Do not obscure key points。
3. Do not omit critical information.
Lucas LiuYears of service：8Customer Rating：5.0
Senior Operations ConsultantStart a Chat
Don't panic if customs asks for a situation explanation; it's a common clearance link. The key is document consistency and self-consistency. Step 1: get the “Inspection Notice” or “Questionnaire” from the customs broker to clarify what they are questioning (price, classification, or origin). Step 2: write in the order of “Time - Event - Document,” e.g., “On 2024-X-X, our company declared export of XXXX goods; on X-X, customs inspection deemed XXXX; upon verification XXXX.” Step 3: attach numbered documents and write “See Attachment 1: Screenshot of Supplier Email” in the text so customs don't have to hunt. Step 4: explain the payer for any costs involved, e.g., whether freight is prepaid or collect, as this affects the dutiable value. Step 5: let the broker pre-review after writing; they know the local customs' standards best. Practical suggestion: prepare two versions—a concise one for customs and a detailed one for internal filing, attaching all emails and chat logs for future audits.
Victor SunYears of service：5Customer Rating：5.0
Trade Risk Control ManagerStart a Chat
The situation explanation is not just for customs, but also a demonstration of your professionalism. A professional document can help customs release the goods faster. In terms of phrasing, start with "We have learned that your office has raised questions about XXXX. Our company attaches great importance to this and immediately organized verification." This shows a proper attitude. When acknowledging the problem, be specific rather than vague. Write "After verification, the actual function of the product is XXXX, which differs from the declared HS code XXXX," instead of simply saying "We made a mistake." Corrective measures should be quantified, such as "We have organized X classification training sessions and revised the 'Product Purchasing Audit Process'." This shows that you are genuinely making improvements. Appropriately cite legal provisions, such as "According to Article 6 of the 'Customs Classification Management Regulations'," to demonstrate your legal knowledge. Maintain a neutral tone, avoiding phrases like "We sincerely request your leniency" that come across as demeaning, or "Our company is completely innocent" that appears defensive. Finally, when providing contact information, write "For any inquiries, please feel free to contact our customs manager XXXX (phone number)," to demonstrate responsibility. Remember that this document may be archived in the customs system. A professional document can greatly enhance customs' impression of your company during future inspections.