Every year, millions of shipments arrive at U.S. ports of entry — everything from bulk agricultural commodities to consumer electronics to luxury goods. If you’re new to importing, the process can seem overwhelming. This guide walks through every step from first purchase order to goods-in-hand.
Before You Start: Key Concepts
Importer of Record (IOR)
The importer of record is the entity legally responsible for the imported goods. This is typically you (or your company). As IOR, you’re responsible for the accuracy of customs declarations and payment of all duties.
Customs Bond
A customs bond is a financial guarantee to CBP that all duties and fees will be paid. For commercial importers, a continuous customs bond ($500–$600/year) covers all entries for 12 months and is cost-effective if you import more than a few times per year.
Power of Attorney (POA)
When you hire a customs broker, you sign a Power of Attorney authorizing them to act as your agent with CBP. This is a standard document — every customs broker requires one.
The Import Process: 8 Steps
Step 1: Find a Reliable Overseas Supplier
Before anything else, you need a supplier. Key considerations:
- Verification: Use platforms like Alibaba (China), Global Sources, or local trade directories — but always verify the supplier’s legitimacy with sample orders before placing large ones
- Product compliance: Confirm your product meets U.S. safety standards before ordering. FDA-regulated food or CPSC-regulated children’s products must meet specific requirements regardless of where they’re made
- Country of origin: The manufacturing country determines your duty rate and whether any Section 301 tariffs (China), antidumping orders, or free trade agreement preferences apply
- Minimum order quantities (MOQ): Understand the unit economics including duties before committing to a large order
Step 2: Determine Your HTS Code and Duty Rate
Before your supplier ships, look up your product’s HTS (Harmonized Tariff Schedule) code to determine:
- Your base duty rate
- Any Section 301 tariffs (especially for Chinese goods)
- Antidumping/countervailing duty exposure
- PGA requirements (FDA, USDA, CPSC, etc.)
Use the official USITC database at hts.usitc.gov. If you’re unsure, have a customs broker classify your product before placing your first order — not after.
Step 3: Arrange Shipping and a Freight Forwarder
For commercial shipments, you need a freight forwarder to book and manage the international transportation. Decide on:
Mode of transport:
- Ocean FCL (full container load) — Most cost-effective for large volumes. Transit time: 14–35 days depending on origin
- Ocean LCL (less-than-container-load) — Share container space with other cargo. Slower, with more handling
- Air freight — Fast (3–7 days), expensive, best for high-value or time-sensitive goods
- Express courier (DHL, FedEx, UPS) — For small shipments; the courier acts as the broker
Incoterms: Agree with your supplier on who is responsible for freight, insurance, and customs at each stage. The most common:
- FOB (Free on Board) — Supplier delivers to port; you arrange ocean freight and U.S. customs
- CIF (Cost, Insurance, Freight) — Supplier delivers to U.S. port; you arrange U.S. customs only
- DDP (Delivered Duty Paid) — Supplier handles everything including U.S. customs (you have less control)
- EXW (Ex Works) — You arrange everything from the supplier’s factory door
For first-time importers, FOB is most common and gives you control over freight costs without taking on export customs responsibility.
Step 4: Hire a Customs Broker
For any commercial import over $2,500, hire a licensed customs broker before your shipment departs. Don’t wait until goods arrive — the ISF must be filed 24 hours before vessel departure.
When selecting a broker, consider:
- License verification (active CBP license required)
- Specialization in your product type
- Port coverage near your destination
- Technology (ACE integration, client portal)
- Fee transparency
See our customs broker fee guide for what to expect.
Step 5: Prepare Your Import Documents
Your customs broker will need these documents to clear your shipment:
| Document | Purpose |
|---|---|
| Commercial Invoice | Declares value, description, seller/buyer, country of origin |
| Packing List | Item-by-item breakdown of contents, quantities, and weights |
| Bill of Lading (B/L) | Ocean freight title document (or Air Waybill for air) |
| Certificate of Origin | Proves origin country for duty rate/FTA purposes |
| Permits/Licenses | FDA Prior Notice, USDA permits, etc. — if applicable |
Common invoice mistakes that cause delays:
- Vague product descriptions (“parts,” “samples,” “merchandise”)
- Undervalued invoices (CBP compares declared value to market prices)
- Missing country of origin
- Missing HTS code (your broker can add this, but it slows things down)
Step 6: ISF Filing (Ocean Shipments)
Your customs broker must file the Importer Security Filing (ISF) at least 24 hours before vessel departure from the foreign port. This requires:
- Seller and buyer information
- Ship-to address
- Container stuffing location
- HTS codes (6-digit level)
- Consolidator information
Provide this information to your broker as soon as you have it — waiting until the last minute risks late filing penalties of up to $5,000.
Step 7: CBP Clearance at the Port
When your goods arrive:
- Vessel arrives at port. Your broker receives the Cargo Release notification via ACE
- Broker files Entry Summary (CBP Form 7501). CBP reviews electronically
- CBP makes a release determination:
- Immediate release: Goods are cleared; proceed to delivery
- Document hold: CBP requests additional documentation
- Exam: Physical or X-ray examination ordered
- Duties collected: Your broker pays CBP on your behalf (via your bond and prepayment)
- CBP releases the goods — issuance of the “Entry Release” notification
Most entries clear within 1–3 business days. Exams add 5–15 business days or more.
Step 8: Delivery to Your Door
Once CBP releases the goods, your freight forwarder coordinates:
- Port pickup (drayage/trucking from container terminal)
- Customs exam handling if required
- Delivery to your warehouse, fulfillment center, or Amazon FBA facility
Keep all customs and shipping documents for 5 years — CBP can audit your records during this window.
Calculating Your Landed Cost
Many new importers underestimate total cost. Here’s the full picture:
| Cost Component | Who Charges |
|---|---|
| Product price | Supplier |
| Ocean/air freight | Freight forwarder |
| Origin charges (trucking, export customs) | Forwarder/local agent |
| Customs broker fees ($175–$500+) | Customs broker |
| Import duties (HTS rate × entered value) | CBP |
| Section 301 tariffs (if China) | CBP |
| MPF (0.3464% of value) | CBP |
| HMF (0.125% of ocean value) | CBP |
| Destination charges (port handling, chassis) | Terminal/drayage |
| U.S. trucking/delivery | Carrier |
| Customs exam fees (if selected) | Terminal/exam facility |
Example: $20,000 FOB order from China, 10% duty rate, 25% Section 301:
| Item | Amount |
|---|---|
| Product cost | $20,000 |
| Ocean freight (FCL LA) | $2,500 |
| Customs broker fees | $350 |
| Duties (10%) | $2,000 |
| Section 301 (25%) | $5,000 |
| MPF | $69.28 |
| HMF | $25 |
| Drayage + delivery | $600 |
| Total Landed Cost | $30,544 |
That’s 52% above the product price. Know your numbers before you order.
Mistakes New Importers Make
- Not researching tariffs before placing the order — Section 301 tariffs and ADD/CVD orders can make a product completely uneconomical
- Waiting to find a customs broker until goods arrive — ISF must be filed before departure
- Accepting supplier HTS codes at face value — Always verify independently
- Using DDP terms without understanding the implications — You lose control of your U.S. customs filing and may not know your actual duty rate
- Not checking product compliance requirements — FDA, CPSC, USDA requirements don’t care that you didn’t know
- Underinsuring cargo — Marine cargo insurance is cheap relative to the risk of loss at sea
Bottom Line
Importing into the USA requires coordination across suppliers, freight forwarders, customs brokers, and CBP. The key to a smooth first import is preparation: know your HTS code and duties before ordering, hire a qualified customs broker before your shipment departs, and have all your documentation ready before the vessel sails.
Use our directory to find a licensed customs broker in your area who specializes in your product type and serves your port of entry.