{"id":5682,"date":"2025-11-17T14:36:50","date_gmt":"2025-11-17T13:36:50","guid":{"rendered":"https:\/\/www.hexspoorfulfilment.nl\/?post_type=kennisbank&#038;p=5682"},"modified":"2025-12-05T16:03:08","modified_gmt":"2025-12-05T15:03:08","slug":"import-customs-vat-instructions","status":"publish","type":"kennisbank","link":"https:\/\/www.hexspoorfulfilment.nl\/en\/white-papers\/import-customs-vat-instructions\/","title":{"rendered":"Import: Customs &#038; VAT Instructions"},"content":{"rendered":"<h4>Avoid delays and additional costs with international shipments<\/h4>\n<p>When you send goods from countries outside the European Union to Hexspoor E-fulfilment, you must comply with customs formalities, import duties, and VAT.<\/p>\n<p>This whitepaper provides the key guidelines for correct and complete documentation, ensuring your shipment can be processed quickly and efficiently.<\/p>\n<h6>\u00a0<\/h6>\n<h6><strong>Why accurate customs and VAT information is essential<\/strong><\/h6>\n<p>Accurate details on your customs documents:<\/p>\n<ul>\n<li>Determine who is responsible for import and VAT<\/li>\n<li>Prevent delays and additional inspections<\/li>\n<li>Ensure your goods are released quickly<\/li>\n<li>Assist in correct billing of import duties<\/li>\n<\/ul>\n<p>Incorrect information can result in delays, extra inspections, incorrect invoicing, and additional administrative burdens.<\/p>\n<p>&nbsp;<\/p>\n<ol>\n<li>\n<h6><strong> Correct addressing of your shipments<\/strong><\/h6>\n<\/li>\n<\/ol>\n<p>Always use the following address when sending goods to our fulfilment centre:<\/p>\n<p><strong>[Your Company Name]<\/strong><br \/>\nc\/o Hexspoor E-fulfilment<br \/>\nVan Salmstraat 54<br \/>\n5281 RS Boxtel<br \/>\nThe Netherlands<\/p>\n<p><strong>Important:<\/strong> Your company name must be clearly visible on the shipment.<br \/>\nHexspoor E-fulfilment acts solely as a logistics service provider, <strong>not<\/strong> as the owner or importer of the goods.<\/p>\n<p>&nbsp;<\/p>\n<ol start=\"2\">\n<li>\n<h6><strong> Customs and shipping documents<\/strong><\/h6>\n<\/li>\n<\/ol>\n<p>All customs forms and commercial invoices must include:<\/p>\n<ul>\n<li><strong>Importer of Record:<\/strong> [Your Company Name]<\/li>\n<li><strong>EORI number:<\/strong> [Your EORI number]<\/li>\n<li><strong>VAT number:<\/strong> [Your VAT number]<\/li>\n<li><strong>Delivery address:<\/strong> [Hexspoor Address]<\/li>\n<li><strong>Customs contact email\/phone:<\/strong> [Your contact details]<\/li>\n<\/ul>\n<p><strong>Important:<\/strong> Always list your own company as the Importer of Record and use your own VAT and\/or EORI number. Hexspoor\u2019s details must never be used.<\/p>\n<p>When your information is correctly listed:<\/p>\n<ul>\n<li>Import duties, VAT, and clearance costs are invoiced directly to you<\/li>\n<li>You can (if applicable) reclaim VAT<\/li>\n<li>Costs remain fully within your own administration<\/li>\n<li>Shipments are released faster by customs<\/li>\n<\/ul>\n<p>Correcting incorrect import information afterwards via carriers or customs authorities is complex and can take several months.<\/p>\n<p>&nbsp;<\/p>\n<ol start=\"3\">\n<li>\n<h6><strong> Shipping terms (Incoterms)<\/strong><\/h6>\n<\/li>\n<\/ol>\n<p>The most commonly used Incoterm is <strong>DAP (Delivered At Place)<\/strong>:<\/p>\n<ul>\n<li>The sender is responsible for transport to our warehouse<\/li>\n<li>You, as the Importer of Record, are responsible for paying import duties and VAT<\/li>\n<\/ul>\n<p>If you prefer that all costs are settled in advance, you can use <strong>DDP (Delivered Duty Paid)<\/strong>:<\/p>\n<ul>\n<li>Import duties and VAT are paid upfront by your carrier or sender<\/li>\n<li>No additional costs will arise at delivery<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<ol start=\"4\">\n<li>\n<h6><strong> What happens if this is not done correctly?<\/strong><\/h6>\n<\/li>\n<\/ol>\n<p>If we receive an invoice for import duties, VAT, or clearance costs because you are not listed as the importer:<\/p>\n<ul>\n<li>We will pass these costs directly on to you, <strong>without VAT<\/strong><\/li>\n<li>Additionally, we charge an <strong>advance fee of 2.5%<\/strong> of the total advanced amount, with a <strong>minimum of \u20ac9.75 per shipment<\/strong><\/li>\n<\/ul>\n<h6>\u00a0<\/h6>\n<ol start=\"5\">\n<li>\n<h6><strong> Hexspoor is happy to help you<\/strong><\/h6>\n<\/li>\n<\/ol>\n<p>We are happy to help you ensure your international shipments are processed correctly.<br \/>\nIf you have any doubts about the accuracy of your documents, missing information, or questions about Incoterms, please contact our team.<\/p>\n<p>The more complete and accurate your documentation, the faster and more reliably your goods will reach their destination within our fulfilment process.<\/p>\n","protected":false},"featured_media":5696,"template":"","class_list":["post-5682","kennisbank","type-kennisbank","status-publish","has-post-thumbnail","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Import: Customs &amp; VAT Instructions - Hexspoor E-fulfilment<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.hexspoorfulfilment.nl\/en\/white-papers\/import-customs-vat-instructions\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Import: Customs &amp; VAT Instructions - Hexspoor E-fulfilment\" \/>\n<meta property=\"og:description\" content=\"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. 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