How to Fax Import/Export Declarations to Customs Agencies
Import and export declarations describe goods crossing a border, their value, origin, and the parties to the transaction so customs authorities can assess duties and enforce trade rules. Customs brokers and freight forwarders fax declaration documents when working with CBP field offices, submitting amendments to electronic entries, and dealing with foreign customs authorities where fax is still the standard interface. The timestamp counts in international trade because a held shipment runs up demurrage and storage costs fast while it waits on documentation. U.S. import entries flow through ACE electronically, but fax still handles protests, amendments, and certain CBP communications, with EAR and ITAR violations carrying penalties up to $1 million per violation.
How to Fax a Import/Export Declarations
- 1Identify the correct declaration form: CBP Form 7501 (Entry Summary) for U.S. imports, Electronic Export Information (EEI) filed through AES for exports, or the equivalent form for the destination country's customs authority
- 2Complete the Harmonized Tariff Schedule (HTS) codes at the required digit level — 10-digit for U.S. imports, 10-digit Schedule B for U.S. exports — and confirm classification against the applicable tariff schedule
- 3Include the exporter/importer of record's tax identification, the consignee information, country of origin, and a complete commodity description sufficient for duty assessment
- 4Attach the commercial invoice, packing list, and any required permits or licenses (CITES certificates for wildlife products, export licenses for controlled technology, phytosanitary certificates for agricultural goods)
- 5For export declarations involving controlled goods, include the applicable Export Control Classification Number (ECCN) and the license or license exception that authorizes the export
- 6Log in to Send FAX Mail, upload the complete declaration package, and fax to the relevant customs authority or customs broker fax number; save the delivery confirmation as part of the shipment compliance record
Document Format
HTS/Schedule B codes must be written at the required digit level without spaces or hyphens in the entry field. Country of origin must be stated as the country where the goods were substantially transformed, not necessarily where they were shipped from. Declared values on the commercial invoice must match the values on the entry summary — discrepancies trigger CBP examination. For controlled exports, EAR or ITAR markings must appear on the declaration per applicable regulations.
Legal Considerations
U.S. export declarations are required for shipments valued over $2,500 per Schedule B commodity to most destinations, and for all shipments requiring an export license — violations of EAR (15 CFR Parts 730-774) or ITAR (22 CFR Parts 120-130) carry criminal penalties up to $1 million per violation and 20 years imprisonment. Import declaration accuracy is governed by 19 U.S.C. § 1592, which imposes civil penalties for negligent, grossly negligent, or fraudulent misstatements up to four times the unpaid duties or the domestic value of the merchandise. CBP requires import records to be retained for five years from the date of entry.
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Faxing a Import/Export Declarations — FAQ
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