EU Importer's Guide to DHL Export Declarations
Quick answer
An export declaration is a mandatory customs document for goods leaving the EU customs territory. For EU businesses using DHL as a carrier, the export declaration ensures compliance with Union Customs Code requirements and facilitates smooth export operations. The “dhl export declaration” process involves submitting accurate customs data, including exporter identification, origin information, and proof of exit from the EU.
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- Export declarations are required for all goods leaving the EU customs territory, with specific rules for multiple consignments and groupage shipments [1].
- Key data include exporter details (name, address, EORI number), commercial references, and warehouse identification [2].
- Invoice declarations can be used for preferential origin claims under specific conditions, including value thresholds and approved exporter status [3], [4].
- Supplier’s declarations provide origin information necessary for preferential trade and must be linked to each consignment [5].
- Each consignment, including those in groupage or multiple shipments, requires a separate export declaration [1:1].
- Customs authorities may request proof of goods exiting the EU customs territory up to 90 days after export formalities [1:2].
- DHL acts as the carrier but the exporter remains responsible for submitting the export declaration and ensuring compliance [2:1].
Who Needs an Export Declaration?
Any EU business exporting goods outside the EU customs territory must submit an export declaration. This applies regardless of whether the export is conducted via postal services, express carriers such as DHL, or other transport modes. The export declaration identifies the exporter, describes the goods, and confirms their exit from the EU customs territory.
When goods are sent in multiple consignments, each individual consignment requires a separate export declaration to ensure traceability and compliance [1:3]. This rule also applies to groupage consignments, where several shipments are consolidated into one transport unit.
The exporter is defined as the person responsible for the export operation and is typically the consignor or the last seller of the goods prior to export [2:2]. This person must have an Economic Operators Registration and Identification (EORI) number, which is used in the export declaration to uniquely identify the exporter within the EU customs system [6].
In practice, an EU company shipping goods via DHL must ensure that an export declaration is lodged with the customs authorities of the Member State where the goods are released for export. The declaration must contain accurate and complete data to avoid delays or penalties.
Key Data Requirements for Export Declarations
The export declaration requires specific data elements to be provided, many of which are critical for customs processing and risk assessment. Among these, the following are essential:
- Exporter Identification: Full name, address, and EORI number of the exporter. If the exporter lacks an EORI number, the customs authority may assign an ad hoc number for the specific declaration [2:3], [6:1].
- Unique Commercial Reference Number (UCR): A unique identifier assigned by the exporter to the consignment, such as WCO ISO 15459 codes, facilitating access to underlying commercial data [2:4].
- Local Reference Number (LRN): A nationally defined number allocated to identify the single export declaration [2:5].
- Warehouse Identification: Where applicable, the type and authorisation number of the storage or temporary storage facility must be declared [2:6].
- Consignor Details: If different from the exporter, the consignor’s full name, address, and EORI number must be included [6:2].
These data points must be accurate and correspond to the physical and commercial reality of the shipment. For shipments via DHL, the exporter must coordinate with DHL to ensure that the carrier’s transport documents align with the export declaration data.
Understanding Invoice Declarations for Preferential Origin
Invoice declarations are a simplified method for exporters to declare the preferential origin of goods, enabling them to benefit from reduced or zero customs duties under trade agreements. According to Commission Implementing Regulation (EU) 2015/2447, an invoice declaration can be made by:
- Approved Union exporters, who have given a written undertaking accepting full responsibility for the declaration [3:1], [4:1].
- Any exporter for consignments with a total value not exceeding EUR 6,000, provided that administrative cooperation mechanisms apply [3:2].
The invoice declaration must be typed, stamped, or printed on the commercial invoice, delivery note, or another commercial document. It must include the exact text set out in Annex 22-13 of Delegated Regulation (EU) 2015/2446 and be in one of the permitted languages. Handwritten declarations must be in ink and printed characters [3:3].
Exporters using invoice declarations must be prepared to submit supporting documents proving the originating status of the goods upon request by customs authorities [3:4].
For EU businesses exporting via DHL, using an invoice declaration can streamline export procedures, but only if the conditions are met and the exporter is ready to provide evidence when required.
Supplier’s Declarations and Origin Information
Supplier’s declarations are statements provided by the supplier to the exporter, confirming the originating status of goods for preferential trade purposes. These declarations are essential for exporters to correctly complete invoice declarations and other origin-related formalities.
Each supplier’s declaration must correspond to a single consignment, except in cases allowed by Article 62 of the implementing regulation [5:1]. The declaration should be included on the commercial invoice, delivery note, or another commercial document that sufficiently describes the goods.
Suppliers may provide these declarations at any time, even after delivery of the goods, allowing exporters to maintain compliance with origin verification requirements [5:2].
For EU importers and exporters using DHL, acquiring and maintaining supplier’s declarations is crucial for demonstrating preferential origin and avoiding customs delays or disputes.
Handling Multiple Consignments and Groupage
When goods are exported as multiple consignments, each consignment must be covered by a separate export declaration [1:4]. This ensures that customs authorities can track each shipment individually and verify compliance.
In the case of groupage consignments—where multiple shipments are consolidated into a single transport unit—Member States may allow the use of paper-based transit declarations or proofs of customs status. They may also require attaching a list of exporters to the declaration [6:3].
For companies using DHL, which frequently handles groupage shipments, it is important to coordinate with DHL and customs authorities to ensure that each consignment within the groupage is properly declared and documented.
Verifying Exit from the EU Customs Territory
Customs authorities require proof that exported goods have physically left the EU customs territory. If the customs office of export has not been informed of the exit within 90 days of the goods’ release, it may request the declarant to provide the exit date and the customs office of exit [1:5].
The declarant may also voluntarily provide this information to the customs office of export. Upon receiving such information, the customs office of export may certify the exit after confirming with the customs office of exit, which must respond within 10 days [1:6].
If the customs office of exit does not respond in time, the declarant can submit alternative evidence, such as:
- Delivery notes signed by the consignee outside the EU customs territory.
- Proof of payment or invoices.
- Documents authenticated by the economic operator who took the goods out of the EU.
- Records maintained by economic operators for goods supplied to ships or aircraft [1:7].
For exporters using DHL, it is essential to ensure that DHL provides timely and accurate exit confirmation and documentation to support the export declaration and satisfy customs requirements.
The Role of DHL as a Carrier in Export Declarations
DHL, as an express carrier, plays a pivotal role in the physical movement of goods and the transmission of transport documents. However, the responsibility for submitting the export declaration and ensuring its accuracy lies with the exporter or their authorised representative.
DHL facilitates the export process by providing transport contracts, airway bills, and delivery notes that contain essential data required for the export declaration, such as consignor information and shipment details [6:4].
EU businesses must collaborate closely with DHL to ensure that the carrier’s documentation matches the export declaration data. This coordination helps prevent discrepancies that could lead to customs delays or penalties.
While DHL assists in the logistics and may provide electronic export declaration services, the exporter remains legally accountable for compliance with all customs formalities, including the provision of origin information, accurate data, and proof of exit from the EU customs territory.
Next steps
- Confirm the EORI number and full exporter details to be used in the export declaration.
- Verify the commodity codes and commercial references for each consignment to be exported via DHL.
- Obtain and attach supplier’s declarations or invoice declarations to support preferential origin claims.
- Ensure that each consignment, including groupage shipments, has a separate export declaration.
- Coordinate with DHL to obtain proof of exit documentation and confirm that transport documents align with export declaration data.
FAQ
What is export declaration DHL?
An export declaration DHL refers to the customs export declaration process for goods shipped using DHL as the carrier. It involves submitting required customs data to the relevant national customs authority to comply with EU export formalities [2:7].
How to get an export declaration?
An export declaration can be lodged electronically or on paper with the customs authorities of the Member State where the goods are released for export. The exporter or their authorised representative must provide detailed information including exporter identity, commodity codes, and origin data [2:8].
What is an export declaration?
An export declaration is a customs document required for goods leaving the EU customs territory. It contains information about the exporter, the goods, their origin, and destination, enabling customs authorities to control and monitor exports [2:9].
Do I need an export declaration?
Yes, in most cases, any goods leaving the EU customs territory require an export declaration. Exceptions may apply for low-value or non-commercial shipments, but exporters should verify with the relevant national customs authority [2:10].
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