Customs Documentation for International Moves: Complete Guide

Why Does Customs Documentation Matter for International Moves?

Proper customs documentation prevents shipment delays, storage fees, fines, and seized items—incorrect paperwork can hold your goods at port for weeks or result in unexpected duties.

Incorrect or missing customs documentation can result in:

• Shipment Delays: Goods held at port for weeks or months
• Storage Fees: Daily charges while awaiting clearance
• Fines: Penalties for improper declarations
• Seized Items: Prohibited goods confiscated permanently
• Additional Duties: Items taxed that could have been exempt

Our international moving team handles documentation to prevent these issues.

What Universal Documents Are Required for All International Destinations?

Every international move requires passport copies, detailed packing lists with values, Bill of Lading or Airway Bill, and often a Certificate of Origin from Dubai Chamber.

What Passport Information Do You Need?

• Clear copy of photo page
• All visas relevant to the move
• Entry/exit stamps showing residency period
• Required for all family members shipping goods

How Should You Prepare a Detailed Packing List?

The packing list is the most important document. Must include:

• Every item being shipped (no "miscellaneous boxes")
• Quantity of each item
• Approximate value in AED or destination currency
• Age/condition (new vs. used)
• Box/crate numbers for reference

Tip: Be specific. "Kitchen items" is rejected; "4 dinner plates, 6 glasses, 2 pots" is accepted.

What Is a Bill of Lading or Airway Bill?

• Contract between you and shipping company
• Includes shipment details, route, and terms
• Required for customs clearance at destination
• Keep multiple copies—originals needed for pickup

Do You Need a Certificate of Origin?

• Proves where goods are coming from
• May affect duty rates under trade agreements
• Dubai Chamber of Commerce issues these
• Not always required but often speeds clearance

What Country-Specific Documentation Is Required?

Each destination country requires unique forms: UK needs ToR1, USA requires CBP Form 3299, Canada uses BSF186, India requires TR Declaration, and Saudi Arabia needs FASAH registration.

What Documents Are Required for Moving to the United Kingdom?

• ToR1 Form: Transfer of Residence relief application
• C1331: List of goods being imported
• Proof of UK Address: Tenancy agreement or property deed
• Proof of UAE Residency: Emirates ID, tenancy contract, utility bills
• Processing Time: 2-3 weeks for ToR1 approval

What Documents Are Required for Moving to the United States?

• CBP Form 3299: Declaration for free entry
• Detailed Inventory: With values in USD
• Proof of US Residency: Green card, visa, or citizenship
• Social Security Number: For customs clearance
• Note: Returning US residents get duty-free entry on personal effects

What Documents Are Required for Moving to Canada?

• BSF186: Personal Effects Accounting Document
• B4 Form: Goods to Follow list declared on arrival
• Valued Inventory: In CAD with condition noted
• Proof of Immigration: PR card, work permit, or citizenship
• Timeline: Goods must arrive within 12 months of your arrival

What Documents Are Required for Moving to India?

• TR Declaration: Transfer of Residence form
• Passport with Visa: Entry visa for India
• Proof of Stay Abroad: Minimum 2 years for NRI benefits
• Detailed List: In Indian Rupees
• Note: Different rules for Indian citizens vs. foreign citizens

What Documents Are Required for Moving to Saudi Arabia?

• FASAH Registration: Online customs portal registration
• Iqama Copy: Saudi residency permit
• Work Contract: Employment letter
• Detailed Inventory: In Arabic or English
• Note: Strict prohibited items list—no alcohol, pork, religious items

How Should You Prepare Your Inventory for Customs?

Create itemized lists with specific descriptions, quantities, values, and box numbers for each item—vague descriptions like "household goods" trigger inspections and delays.

What Does a Good Inventory Example Look Like?

Box 1 - Living Room:
- Leather sofa (3-seater, brown, used, AED 3,000)
- Coffee table (wood, used, AED 500)
- Floor lamp (metal, used, AED 200)
- 2x decorative cushions (fabric, used, AED 100)
    

What Does a Bad Inventory Example Look Like?

Box 1 - Living room furniture and misc items (AED 5,000)
    

The bad example will trigger customs inspection and delays.

What Are the Most Common Documentation Mistakes to Avoid?

Common errors include vague item descriptions, missing values, undeclared new items, inventory mismatches, expired documents, and using wrong currency formats.

• Vague Descriptions: "Household goods" instead of itemized list
• Missing Values: Every item needs approximate value
• New Items: Failing to declare items bought recently (may incur duty)
• Forgotten Boxes: Inventory does not match actual shipment
• Expired Documents: Using old passports or expired visas
• Wrong Currency: Using AED when destination requires local currency

What Items Are Prohibited or Restricted in International Moves?

Prohibited items include drugs, weapons, and endangered species products; restricted items like alcohol, medications, and pets vary by country and often require permits.

These vary by country but commonly include:

• Always Prohibited: Drugs, weapons, endangered species products
• Often Restricted: Alcohol, tobacco, medications, food items
• Require Permits: Pets, vehicles, plants, antiques
• Country-Specific: Religious materials (Saudi), certain electronics (various)

Check our documents checklist for detailed prohibited items by country.

How Should You Work with Your Moving Company on Documentation?

Professional international movers create accurate packing lists during packing, advise on requirements, coordinate with destination agents, and handle documentation submission.

Experienced international movers should:

• Create the packing list as they pack (most accurate method)
• Advise on country-specific requirements
• Coordinate with destination customs agents
• Alert you to potential issues before shipping
• Handle documentation submission

What Is the Key Takeaway for Customs Documentation?

Accurate, detailed paperwork prepared before shipping ensures faster clearance, lower costs, and a smoother start—work with experienced movers who understand destination requirements.

Customs documentation is not glamorous, but it is essential. Take time to prepare accurate, detailed paperwork before your shipment leaves Dubai. Work with experienced international movers who understand destination country requirements. Proper documentation means faster clearance, lower costs, and a smoother start in your new home.