| U.S. customs capability | Direct access to a licensed U.S. customs broker or a clearly identified broker partner familiar with the product category. | Broker contact details, customs power-of-attorney process, entry-status reporting, and examples of similar commodity classifications. | The provider cannot identify who will file the entry or treats customs clearance as an unspecified “handling fee.” | Confirm the broker’s role before shipment and ask how classification, valuation, and admissibility questions are escalated. |
| Importer of Record (IOR) | A written statement identifying the IOR for each shipment and explaining who is responsible for entry accuracy, duties, taxes, records, and post-entry issues. | Sample DDP terms, IOR confirmation, customs-entry documentation, and a responsibility matrix. | The contract says “all-inclusive” but does not name the IOR or allocate legal responsibilities. | Ensure the commercial agreement does not conflict with the selected Incoterm and U.S. customs requirements. |
| DDP scope and exclusions | A precise definition of included transport, customs clearance, duties, merchandise processing charges, delivery, storage, exams, and special permits. | Rate sheet with inclusions, exclusions, accessorial charges, validity period, and change-control terms. | Unexpected destination charges, unclear customs-exam fees, or broad clauses allowing unlimited surcharges. | Request a landed-cost example for one standard shipment and one shipment selected for customs examination. |
| Product classification | A documented process for assigning the U.S. Harmonized Tariff Schedule classification using product specifications, composition, function, and intended use. | Classification rationale, required product data fields, and a process for correcting classifications when specifications change. | The provider classifies goods from a short product name alone or guarantees a low duty rate without reviewing technical details. | Have the proposed classification reviewed against the current U.S. tariff schedule and product documentation. |
| Country of origin | Controls for determining and documenting origin based on manufacturing operations, component sourcing, and applicable marking rules. | Origin questionnaire, supplier declarations, production-flow records, and country-of-origin marking guidance. | The provider assumes the shipping country is automatically the country of origin. | Check origin information against the actual manufacturing process and preserve supporting records. |
| Duty and trade-remedy exposure | A process for identifying ordinary duties and possible additional measures, such as special tariffs, quotas, antidumping or countervailing duties, and product-specific restrictions. | Landed-cost calculation, tariff-source references, review date, and written treatment of unforeseen duty changes. | The quote uses a single duty percentage for every product or excludes trade-remedy charges without explanation. | Ask for a tariff review based on the exact product, origin, value, and entry date. |
| Partner-government agency compliance | Support for requirements that may involve agencies other than customs, depending on the product, including safety, food, agriculture, chemicals, or communications controls. | Product-compliance checklist, required permits or registrations, labeling review, and document-submission workflow. | The provider promises customs clearance without checking whether the goods require agency approval or prior notice. | Identify all potentially relevant agencies before booking and assign responsibility for each filing. |
| Entry documentation | Consistent collection and review of the commercial invoice, packing list, transport document, value data, origin details, and any required certificates. | Document checklist, pre-alert timeline, data-validation rules, and sample redacted entry packet. | Invoices lack seller, buyer, value, currency, product description, quantity, or origin information. | Use standardized commercial-invoice templates and require approval before cargo departure. |
| Customs valuation | A transparent method for declaring the customs value and handling assists, royalties, commissions, freight, insurance, discounts, and related-party transactions when applicable. | Valuation questionnaire, calculation example, and escalation procedure for non-standard transactions. | The provider suggests using an artificially low invoice value to reduce duties. | Require commercially accurate invoices and retain purchase, payment, and production records. |
| Recordkeeping and audit support | A defined retention process for entry data and supporting documents, with access to records needed for audits, corrections, or post-entry inquiries. | Retention period, data-access terms, document ownership, correction procedure, and service-level commitment. | No record-retention policy or inability to provide entry summaries after delivery. | Confirm how records are stored, exported, protected, and transferred when the relationship ends. |
| Shipment visibility | Milestone tracking covering booking, departure, arrival, customs release, delivery appointment, and exception status. | Tracking sample, event definitions, estimated-time updates, and named escalation contacts. | Tracking stops at arrival or provides no separate customs-clearance status. | Test the tracking workflow with a sample booking before signing a long-term agreement. |
| Exception and inspection handling | A documented response process for holds, examinations, missing documents, requests for information, seizures, and delivery delays. | Escalation matrix, response-time targets, storage arrangements, and rules for inspection-related charges. | No named contact or written procedure when customs requests additional information. | Confirm who communicates with customs and who authorizes extra costs during an exception. |
| Contract and liability terms | Clear allocation of responsibility for inaccurate data, prohibited goods, documentation errors, duty changes, delays, penalties, and cargo damage. | Master service agreement, DDP clause, insurance terms, limitation of liability, and indemnity language. | The provider accepts payment for duties but disclaims every customs or compliance responsibility. | Have trade-compliance or legal counsel review the final agreement for high-value or regulated goods. |
| Operational fit for shipment profile | A routing and clearance plan suited to shipment volume, cargo value, product sensitivity, delivery destination, and required transit time. | Lane plan, transit-time assumptions, consolidation rules, service calendar, and peak-season capacity details. | One generic solution is offered for parcels, pallets, containers, and regulated products alike. | Compare at least two shipment scenarios using total landed cost, compliance risk, and delivery reliability. |
