Export declaration costs, requirements and time
If you file the export declaration yourself in the Swedish Customs online service, you pay no fee, but it takes time. A customs broker charges per consignment, and a freight forwarder often includes the declaration in the transport price. For VAT-free export, you must also be able to show the Swedish Tax Agency that the goods have left the EU.
What does an export declaration cost?
The cost depends on whether you prepare the declaration yourself or use a representative, and on how many consignments you send. Here are the options:
| Option | What it involves | Time required | Advantages | Disadvantages |
|---|---|---|---|---|
| Do it yourself through the Swedish Customs online service | Swedish Customs charges nothing for the online service. You need an EORI number and access to the service. EDI registration is only required if you file from your own system. | 1–3 hours per declaration for inexperienced users | No fee to Swedish Customs | Requires knowledge; time-consuming |
| Use a freight forwarder | The declaration is often part of the transport solution and priced accordingly. | Minimal time required | One agreement for both transport and customs | Hard to see what the customs part costs |
| Specialist customs brokers | Priced per consignment, based on the complexity of the goods and the number of items. | Minimal time required | Expertise, and you know the cost of each case in advance | Varies with complexity |
| Volume agreement for regular exports | A running agreement instead of a unit price, matched to your volume. | Minimal time required | Predictable cost at high volumes | Requires a long-term commitment |
We quote per consignment rather than from a price list, because the scope differs. Send us your case and you will get a fixed price before we start.
What is an export declaration and why do you need one?
An export declaration is an official document submitted to Swedish Customs when exporting goods from the EU to countries outside the union. It serves several important purposes:
- Legal requirement: EU customs legislation requires all goods leaving the EU customs territory to be declared
- Statistics: It provides a basis for trade statistics and economic analysis
- VAT exemption: It is needed to substantiate VAT-free sales to the Swedish Tax Agency
- Export control: It helps ensure export restrictions on sensitive goods are followed
The export declaration is step 1 in the export process, which Swedish Customs divides into three parts: the export declaration, presentation of goods at the office of exit and notification of exit.
How long does an export declaration take?
The time required depends on several factors:
Normal processing time
- Electronic submission: Approval normally takes minutes if all information is correct
- Specialist customs brokers: Usually within a few working hours
- Manual checks: Can take 1–24 hours
Factors that can extend processing time
- Swedish Customs red channel: Random selection for review can take longer because Swedish Customs needs to examine supporting documents and may inspect the goods
- Incomplete information: Incomplete or incorrect details can cause delays
- Unexpected rule changes: Changes to customs rules or export regulations can affect processing time
Information needed for quick processing
To help your export declaration be processed quickly and correctly, have the following information ready:
- Detailed description of the goods
- HS code (commodity code)
- Quantity and value of the goods
- Exporter and importer details
- Delivery terms (Incoterms)
- Freight information
- Mode of transport: road, sea, air or rail
- Where the goods will leave EU territory
Swedish Tax Agency requirements for VAT-free exports and your export declaration
To qualify as a VAT-free export under Swedish Tax Agency rules, you must be able to prove that the goods actually left the EU. The agency requires you to show that the goods were delivered to a place outside the EU. You normally do so with the following:
- Certification of exit of goods (IE599) from Swedish Customs. This is today’s proof of export. It is issued only once the goods have left the EU and the exit has been notified, not when the declaration is accepted.
- Transport documentation showing the goods were transported out of the EU
- An invoice showing a sale to a buyer outside the EU
Important: It is you as the seller who must be able to show that the goods have left the EU. For commercial exports the Swedish Tax Agency requires no particular document and accepts, for example, customs, forwarding or freight papers. If instead you sell to a visitor from outside the EU who takes the goods out themselves, you need a certificate from an approved certifier or an invoice stamped by the customs office where the goods left the EU. The safest customs proof is Swedish Customs’ certification of exit of goods (IE599). Keep it together with the consignment note, the freight invoice and the sales invoice.
Insufficient documentation can result in the Swedish Tax Agency rejecting VAT-free treatment. You then pay 25% VAT on the sale retrospectively, plus a tax surcharge of 20% of the VAT amount.
The three export declaration steps according to Swedish Customs
Follow the Swedish Customs process to complete an export declaration correctly:
1. Preparation and gathering information
- Commodity code, eight digits (CN) for exports
- Statistical value: the value of the goods including freight and other costs up to the Swedish border point, stated in Swedish kronor. If freight or insurance is not known, estimate a reasonable cost.
- Net weight and supplementary unit, if applicable
- Consignee details. A consignee outside the EU normally has no EORI number, so it is not required.
2. Submitting the declaration
- Through an EDI system, which requires authorisation
- Through the Swedish Customs online service, which does not require EDI authorisation
3. After approval
- You receive an MRN (IE528) and notice that the goods are released for export (IE529).
- Pass the MRN on to whoever presents the goods at the place of exit (IE507).
- Once the goods have left the EU the exit is notified (IE590) and you receive the certification of exit of goods (IE599), which you keep as proof of export for VAT purposes.
What affects the cost of your export declaration?
When comparing prices for export declaration services, remember that the following factors affect the final cost:
Characteristics of the goods
- Complexity: Goods subject to export restrictions require more documentation
- Commodity code: Uncertainty about classification increases the work required
- Goods value: Higher values may involve more detailed checks
Destination country
- Trade agreements: Exports to countries with free trade agreements require proof of origin
- Export restrictions: Some countries have specific import requirements
Scope of the service
- Basic service: The declaration only
- Extended service: Help with classification, proof of origin and more
- Complete service: Management of the entire export process, including follow-up
Ways to handle export declarations
Option 1: do it yourself
Advantages:
- No direct cost
- Full control of the process
Disadvantages:
- Requires knowledge of customs rules
- Time-consuming
- Risk of errors causing delays and extra costs
Option 2: use a customs broker such as Tullify
Advantages:
- Expertise minimises errors
- Saves time
- Ongoing awareness of rule changes
Disadvantages:
- A fee per declaration, although often less than the cost of errors
Frequently asked questions about export declarations and costs
Do I need an export declaration for every shipment outside the EU?
How long does approval take?
Can I send the goods before the export declaration is approved?
What happens if I make a mistake?
How to save money on export declarations
1. Volume agreements for regular exports
If you export regularly, consider a volume agreement with a fixed monthly fee. This can reduce the cost per declaration by up to 70%.
2. Prepare accurate information
Ensuring that all information is correct from the start minimises requests for additional information and delays.
3. Use the right Incoterms
Choose delivery terms that suit your business. EXW places more responsibility on the buyer, while DDP means you, as the seller, take full responsibility.
4. Digitise the process
Invest in systems that integrate with the Swedish Customs EDI service to automate declarations at higher volumes.
Our export declaration service
Tullify offers export declaration solutions tailored to your business’s needs and volumes. We quote per consignment and give you a fixed price before we start.
We help you with:
- Correct customs tariff classification
- Preparation and submission of export declarations
- Permits and licences
- Proof of origin to use free trade agreements
- Advice on cost-effective export arrangements
Our promise
- Quick processing, normally within 4 working hours
- Correct classification
- Fixed, transparent prices
- Support throughout the export process
Contact us for a quote
Tell us about your export process and we can provide a quote tailored to your needs and budget. We help you handle customs formalities correctly and improve the process to keep costs down.
- Email: info@tullify.se
- Website: www.tullify.se/exportdeklaration
Read on
How an export declaration is corrected or invalidated is covered on our page about the export declaration.
The whole export chain is described on our page about exporting from Sweden.
More guides are collected in our customs guides.
