How Accurate Documentation Prevents Delays in International Shipping

In today’s global logistics environment, customs authorities and international carriers are enforcing stricter documentation and data‑accuracy requirements than ever before. Even small discrepancies can lead to delays, refusals, or additional charges. To keep your shipments moving smoothly, we’ve outlined the key areas where accuracy and compliance make the biggest difference.

1. HS (Harmonized System) Codes – Now Essential Worldwide

To ensure seamless customs clearance, please include the correct HS Code for each individual line item on your House Air Waybill (HAWB) or HAWB instructions.

HS Codes are now mandatory for most global destinations, and this requirement is rapidly becoming universal. Providing accurate HS Codes helps carriers classify your goods correctly and prevents customs holds or rejections.

2. Consignee Tax ID / EORI – Required for Many Destinations

A growing number of countries require the consignee’s full address details to include the importer’s Tax Identification Number (such as EORI in the EU).

To avoid delays, please ensure the following information is always supplied:

• Consignee Tax ID (where required)

• Full and accurate address including postcode

• Consignee contact name

• Valid telephone number

• Contact email address

You can check our Destination Notes on our website for region‑specific requirements.

3. Avoid Vague or Unacceptable Commodity Descriptions

Shipments travelling to or transiting through the USA, Canada, and many European regions must include clear, specific, and accurate commodity descriptions.

Generic terms such as “parts,” “samples,” “goods,” “miscellaneous,” or “general merchandise” are no longer accepted by many customs authorities.

For guidance, please refer to our resource:

Examples of Acceptable and Unacceptable Cargo Descriptions

(link remains unchanged)

4. Mandatory Supporting Documentation

Every shipment must be accompanied by:

• A Commercial Invoice

• A Packing List

Additionally, all cargo must be labelled at HAWB level, including shipments collected from your premises. Missing labels often result in reprint fees or delays at the airline.

5. Egypt‑Bound Shipments – New ACID Requirements

Shipments destined for Egypt now require:

• A valid ACID (Advance Cargo Information Declaration) number

• The importer’s Tax ID

These details must be provided before uplift. Missing ACID information will result in airline refusal and may incur cancellation or reprocessing fees.

6. Important Note on Penalty Fees

Any penalty fees arising from missing or incorrect documentation—including reprint charges, relabelling fees, or airline withdrawal costs—will be passed on at cost. Ensuring accuracy at the point of booking is the most effective way to avoid these unnecessary expenses.