Sky Bloom IT
Every international shipment enters a critical phase once it arrives at the border. From that arrival point to the final release of goods for delivery, multiple checkpoints and decisions can slow down clearance — if not handled correctly. Understanding these decision points and the common pitfalls at each one can save businesses time, money, and unexpected compliance headaches.
In this guide, we walk through the most impactful moments in the clearance process and what importers should be aware of to keep their goods moving.
Pre-Arrival Documentation Review
The clearance journey begins before the shipment reaches the border. Many customs authorities, including the Canada Border Services Agency (CBSA) and U.S. Customs and Border Protection (CBP), require pre-arrival submissions of key data like commercial invoices, bills of lading, and manifests.
In Canada, for example, systems such as the Pre-arrival Review System (PARS) let brokers submit cargo information in advance so the CBSA can make an early release decision. When this step is skipped or incomplete, clearance can be delayed immediately upon arrival because officials must verify information manually at the border. Wikipedia
❗ Key Tip: Advance submissions reduce processing time and help avoid holds later in the process.
Arrival and Risk Assessment
Once goods arrive, customs conducts a risk assessment to decide if the shipment can proceed or needs further scrutiny. This assessment may be influenced by factors like:
- Incomplete or inaccurate paperwork
- High-value cargo
- Sensitive goods (e.g., food, pharmaceuticals)
- Products with known classification compliance issues
If customs flags a shipment, it may be subject to one or more holds or inspections. For detailed examples of what these look like, including VACIS scans, physical examinations, and document reviews — see a good explanation of the Most Common CBSA Holds.
Inspection Decisions
Customs agencies use various methods to inspect goods, ranging from automated scanning to manual physical examination:
- Document review: Customs compares your paperwork to the data submitted pre-arrival.
- VACIS or X-ray scanning: Non-intrusive inspections to verify container contents.
- Physical examination: Opening packages to confirm contents match the declaration.
Any discrepancies — like mismatched weights, inconsistent descriptions, or missing certifications — can trigger holds. For example, marine containers undergo a standardized examination process that includes risk-based selection and, if needed, ventilation and safety checks. Canada Border Services Agency
📌 Inspection doesn’t always mean non-compliance — but it does add time.
Duty, Tax & Regulatory Compliance Checks
Customs will also verify that duties and taxes are correctly calculated and that any special licenses or permits (for controlled goods) are in order. Missing or underpaid duties, improper tariff classification, and validations of certificates of origin can all slow the clearance process.
Inaccurate valuation or HS classification errors are frequent causes of delays in both U.S. and Canadian systems because these impact duty owed and compliance requirements.
⏳ Delays here can be costly, especially for time-sensitive shipments.
Response Time to Customs Inquiries
If customs finds something amiss, they will issue a request for additional information. The speed of your response directly affects how quickly a shipment is released. Delays are not just procedural — they are human-dependent. The importer or broker must act quickly to supply:
- Missing documents
- Corrected forms
- Proof of compliance
- Clarifying details
Responding quickly and accurately is one of the most powerful ways to get shipments released sooner.
Final Release Decision
Once customs reviews all documentation, resolves any inspection issues, and confirms payment of duties and taxes, a release decision is made. In Canada, systems like Release on Minimum Documentation (RMD) aim to streamline this process for compliant importers — often within a targeted service window once all is in order. Canada Border Services Agency
After release, the shipment can move on to final delivery, but the clock stops here only at this point — not at arrival.
How to Minimize Delays
Understanding these stages helps identify where delays occur, but prevention is even better:
✔ Submit all required data well before arrival
✔ Ensure documentation accuracy and completeness
✔ Work with experienced customs brokers
✔ Respond promptly to customs requests
✔ Anticipate special product requirements ahead of time
For more details on why customs holds happen and how assessments like VACIS and physical exams work, check out this comprehensive blog on CBSA holds and inspections.
Final Thoughts
Border clearance isn’t just a single moment; it’s a sequence of decisions, each with its own risk of delay. By understanding the timeline from arrival to release, importers can better prepare, reduce clearance friction, and protect supply chain continuity.
If your business is regularly moving goods internationally, partnering with customs experts can mean the difference between a smooth process and repeated bottlenecks.
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