Avoid delays and additional costs with international shipments
When you send goods from countries outside the European Union to Hexspoor E-fulfilment, you must comply with customs formalities, import duties, and VAT.
This whitepaper provides the key guidelines for correct and complete documentation, ensuring your shipment can be processed quickly and efficiently.
Why accurate customs and VAT information is essential
Accurate details on your customs documents:
- Determine who is responsible for import and VAT
- Prevent delays and additional inspections
- Ensure your goods are released quickly
- Assist in correct billing of import duties
Incorrect information can result in delays, extra inspections, incorrect invoicing, and additional administrative burdens.
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Correct addressing of your shipments
Always use the following address when sending goods to our fulfilment centre:
[Your Company Name]
c/o Hexspoor E-fulfilment
Van Salmstraat 54
5281 RS Boxtel
The Netherlands
Important: Your company name must be clearly visible on the shipment.
Hexspoor E-fulfilment acts solely as a logistics service provider, not as the owner or importer of the goods.
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Customs and shipping documents
All customs forms and commercial invoices must include:
- Importer of Record: [Your Company Name]
- EORI number: [Your EORI number]
- VAT number: [Your VAT number]
- Delivery address: [Hexspoor Address]
- Customs contact email/phone: [Your contact details]
Important: Always list your own company as the Importer of Record and use your own VAT and/or EORI number. Hexspoor’s details must never be used.
When your information is correctly listed:
- Import duties, VAT, and clearance costs are invoiced directly to you
- You can (if applicable) reclaim VAT
- Costs remain fully within your own administration
- Shipments are released faster by customs
Correcting incorrect import information afterwards via carriers or customs authorities is complex and can take several months.
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Shipping terms (Incoterms)
The most commonly used Incoterm is DAP (Delivered At Place):
- The sender is responsible for transport to our warehouse
- You, as the Importer of Record, are responsible for paying import duties and VAT
If you prefer that all costs are settled in advance, you can use DDP (Delivered Duty Paid):
- Import duties and VAT are paid upfront by your carrier or sender
- No additional costs will arise at delivery
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What happens if this is not done correctly?
If we receive an invoice for import duties, VAT, or clearance costs because you are not listed as the importer:
- We will pass these costs directly on to you, without VAT
- Additionally, we charge an advance fee of 2.5% of the total advanced amount, with a minimum of €9.75 per shipment
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Hexspoor is happy to help you
We are happy to help you ensure your international shipments are processed correctly.
If you have any doubts about the accuracy of your documents, missing information, or questions about Incoterms, please contact our team.
The more complete and accurate your documentation, the faster and more reliably your goods will reach their destination within our fulfilment process.
