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Export declaration

If you are sending goods to a country outside the EU, you will in most cases need to submit an export declaration to the Swedish Customs. A correct export declaration reduces the risk of delays, additions and unnecessary errors. At Tullify, you will get help to do it right from the start, regardless of whether you are exporting single shipments or have recurring export flows.

What is a export declaration?

An export declaration is the customs declaration submitted when a good is exported from the EU to a country outside the Union. The declaration contains information about, among other things, the exporter, recipient, goods, commodity codes, value, weight and transport. The Swedish Customs uses the information to control the export and ensure that the correct rules are followed.

A correct export declaration reduces the risk of delays, additions and unnecessary costs. If the information is incorrect, the export may be stopped, need to be changed or in some cases redone.

When do you need an export declaration?

You normally need an export declaration when you send goods from Sweden to a country outside the EU.

Common examples are exports to:

  • Norway

  • UK

  • Switzerland

  • USA

  • China

When selling to other EU countries, no export declaration is normally required, as goods generally move freely within the EU.

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How the export process works

An export is more than just sending a product.. For everything to be correct, the information needs to be correct from the start and follow the correct flow all the way out of the EU.

The export process typically consists of three steps:

  • Export declaration, where the information is submitted and the goods are released for export

  • Notification to the office of exit, where the goods are reported when they reach the place of exit

  • Notification of the exit of goods, when the goods have actually left the EU

It is therefore important that the right actors in the logistics chain receive the right information at the right time, especially the MRN number that follows the export case further in the process.

What information is needed in an export declaration?

For an export declaration to be correct, you normally need to have the following information ready before submitting the case:

  • Exporter

  • Receiver

  • EORI number when required

  • Clear product description

  • Product code

  • Number of packages

  • Net weight

  • Commodity value

  • Origin information when relevant

  • Delivery terms

  • Transport details

  • Invoice and other supporting documents

The better the basis you have from the start, the faster the case will go.

Documents and supporting documents that are often needed

Many export cases are delayed not because the goods are faulty, but because the documentation is incomplete. Therefore, it is important to gather the right documents before submitting the declaration.

Common documents are:

  • Invoice

  • Packing list

  • Transport documents

  • Export permit or license if the product is subject to special regulations

  • Other supporting documents showing what the goods are and where they are going

It is also important that the supporting documents match the information in the declaration.

Therefore, the correct product code is crucial

The commodity code is one of the most important pieces of information in the entire export declaration. It controls which rules apply to the goods and affects how the export is handled.

An incorrect product code can lead to:

  • delays

  • additional controls

  • incorrect customs handling

  • unnecessary extra work

  • risk that the declaration needs to be changed

If you are unsure about the commodity code, it should be checked before submitting the export.

Common errors in export declarations

Many problems during export could have been avoided with better documentation from the beginning. Here are some of the most common errors:

  • Wrong product code

  • Unclear product description

  • Wrong item value

  • Missing documents

  • Incorrect recipient details

  • Wrong weight or number of packages

  • Lack of information to the carrier

  • The declaration is submitted too late

Small mistakes can create major delays, especially when multiple parties are involved in the transport.

Help with export declaration

Tullify helps companies manage export declarations in a way that saves time and reduces the risk of errors. We help both companies that export occasionally and companies that have recurring export flows.

You can get help with:

  • export declarations

  • classification and commodity codes

  • export advice

  • control of the substrate

  • support with documentation questions

  • assistance with changes and errors in an export case

The goal is simple: You should be able to export correctly from the start and avoid unnecessary stops in the flow.

Why companies choose Tullify

When the export has to work, general information is not enough. You need a way of working that is fast, accurate and clear.

With Tullify you get:

  • help from specialists in export and customs handling

  • fast handling of export matters

  • clear communication

  • support for both individual cases and ongoing needs

  • a partner who focuses on making exports work in practice

Read more about export regulations

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FAQ - Current export declarations

Is an export declaration required for EU countries?

No, there is free movement of goods between EU countries. You do not need to submit an export declaration when you sell a product to a country within the EU.

In order to import and export, you must have an EORI number. EORI is the abbreviation for “Economic Operator Registration and Identification” and is a unique number that must be used for all customs-related activities. Apply for an EORI number here or read more about it at customs.se

The price of an export declaration varies for several reasons. Contact us and we will make sure you get a good price for your business and size.

An approved place for export is a place where goods are loaded for export.
When you declare a product for export, you must enter a commodity code. The commodity code is a numerical code that describes the product and determines which regulations apply to imports and exports. All commodity codes are collected in the customs tariff. For exports, the commodity code normally consists of eight digits.

An Export Accompanying Document (EAD) is a document that shows information about the export. It contains a Movement Reference Number (MRN) and shows that the Swedish Customs has approved the customs declaration and released the goods for export. The Export Accompanying Document must then be presented at the customs office of exit where the goods leave the EU customs territory.

Some goods have restrictions that must be respected when it comes to export. To send these goods, a certificate or license from the relevant authority is required. Examples of goods that require approval:

  • Radioactive waste
  • Endangered animals and plants
  • Spent refrigerants, e.g. refrigerators, freezers, air conditioners containing ozone-depleting substances
  • Weapons and ammunition
  • Cultural objects
  • Waste

The declarant is the person who prepares the export declaration and submits the information to Customs. It is also the declarant who is responsible for ensuring that the information is correct.

Yes. You can hire a customs agent to help you file the export declaration, but then there must be a power of attorney between the company and the agent.

No, not normally when it comes to goods for private use. In that case the code PRIVA is used instead.

The MRN is the case reference number in the export process. It is used to identify and track the export case.

IE515 is the message for the export declaration itself. It is the first step in the export flow.

IE507 is the message for the declaration of goods to the customs office of exit. It is used when the goods have arrived at the place where they are to leave the EU.

IE590 is the message for the notification of the exit of goods. It is used when the goods have actually left the EU.

Approved place of export is used where the goods are declared for export. Approved place of exit is used where the goods are declared for export when they leave the EU. These are therefore two different roles in the export flow.

Yes, in many cases it is possible to apply for a change after the declaration has been submitted. How this is done depends on the status of the declaration and whether it is in the old or new export system.

If the error cannot be corrected with a normal amendment, the declaration must instead be declared invalid. This applies, for example, if the wrong customs procedure has been chosen or if the goods have not been taken out of the EU and the same goods are simultaneously included in more than one declaration.

Supporting documents must be kept together with the customs declaration for five years, counting from the year after the declaration was submitted.

This can be, for example, an invoice, packing list, transport documents, export permits, licenses, documents of origin and other supporting documents that support the information in the declaration.

Yes, an export declaration is normally required when sending goods to Norway as Norway is outside the EU. However, there are exceptions to the requirement for a declaration before departure for shipments to Norway.

 

Yes, an export declaration is normally required when you send goods to the UK because the goods are then taken out of the EU.

Yes, an export declaration is normally required when sending goods to Switzerland as Switzerland is outside the EU. Here too, there are exceptions to the requirement for a declaration before departure.

Yes, private individuals can be involved in the export process. When exporting for private use, EORI is not usually used, but the code PRIVA is declared.

Yes, but only temporarily. The agent may normally retain supporting documents for a maximum of 30 days from the date the clearance request was received, after which the documents must be handed over to the exporter.

A power of attorney is the document that shows that a customs agent has the right to act on your behalf in the export matter. If the agent is to submit the export declaration, the power of attorney should be in place from the start.

Yes. Via the Swedish Customs' e-service, it is possible to see the status of the export's MRN number, for example whether the case is released for export, released for exit or closed.

Pre-departure declarations are the information about safety and security that is provided before the goods are taken out of the EU. This information is normally provided in the export declaration and submitted digitally to Swedish Customs.

When a pre-departure declaration is included in the export declaration, the responsibility normally lies with the declarant. If no export declaration is required, the responsibility normally lies with the carrier through an exit summary declaration.

Direct export means that the goods are declared for export in the same country from which they leave the EU. The export customs office and the exit customs office are then located in the same country.

Indirect export means that the goods are declared for export in one EU country but leave the EU from another EU country. The export customs office and the exit customs office are then located in different countries.

Export declaration