DiFFreight Blog How to Choose a Broker Correctly: Useful Recommendations for Importers

How to Choose a Broker Correctly: Useful Recommendations for Importers

How to Choose a Broker Correctly: Useful Recommendations for Importers

Article content: 

  1. How to Choose a Reliable Broker for Beginners.
  2. How to choose a customs broker: signs of quality service.
  3. Why is it important to choose the right customs representative?.
  4. Customs broker services — delegate import clearance.

A customs broker (declarant) is a specialist who handles the documentation of cargo for customs clearance. Specifically: checks the correctness and completeness of accompanying documents, submits the declaration, calculates duties, and acts as a regulator of customs clearance.

A representative is indispensable if a business engages in international trade, whether export or import. Without proper documentation, goods cannot be legally sold on marketplaces. Therefore, today we will answer the questions: how to choose a broker, how to verify them, and why it matters.

How to Choose a Reliable Broker for Beginners

For novice entrepreneurs, the services of a representative are especially useful. The professionalism of the declarant affects not only the speed of clearance but also the safety of the cargo. Let’s look at five key steps in choosing a broker.

  • Accreditation Check

A broker can be either a company (legal entity) or an individual entrepreneur. To do this, the candidate submits an application and, if approved, is entered into the Unified Register of Customs Brokers. Simply put, the specialist receives a license and can represent the client’s interests at customs. Be sure to request confirmation or check the individual/company in the Unified Register yourself.

  • Assessment of Work Experience

Study customer reviews and case studies on the website or platform where you found the candidate. Don’t be afraid to ask for contacts and recommendations. Look for someone who has worked with your type of goods, since not all declarants handle electronics or medicines, and some do not deal with oversized cargo.

Questions to Ask:

  1. Overall experience with import/export.
  2. Whether there is experience with clearing different categories of goods.
  3. Whether there are similar cases. For example, if you are planning to import fragile children’s toys or natural leather products, which are considered complex categories for customs clearance, you should consider them.
  • Range of Services

If your goods require certification, it is best to find a full “turnkey” package. This way, you can be sure the broker will handle obtaining the necessary documents, and the cargo will not raise questions at the checkpoint.

DiFFreight offers reliable customs brokerage services for both exporters and importers, with additional services:

  1. For export: going through related agencies in the Single Window, obtaining the EUR.1 certificate for duty-free import, receiving a phytosanitary certificate.
  2. For import: consultations on tariff/non-tariff regulations, obtaining certificates, controlling funds in the customs account, sample selection for the customs laboratory.
  • Pricing Transparency

The absence of hidden fees and a clear cost structure is a sign of reliability. Transparency is especially important for beginners, as it helps avoid unexpected expenses. Request a price list with an exact calculation of service costs.

  • Communication During Cooperation

Customs clearance is a complex, multi-stage process. A good broker is always available, provides support, consults, informs about the cargo status, and more. Evaluate the response time: if it seems too long, look for another.

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A representative at customs is a support for business — a specialist who helps avoid losing cargo and increases profitability. Trust between the entrepreneur and the declarant is also an important factor. Ideally, find a specialist you are ready to work with on a permanent basis.

How to choose a customs broker: signs of quality service

In the previous section, we figured out the steps on how to choose a broker. But entrepreneurs don’t turn to the first one on the list for nothing — there are more experienced declarants who offer more than routine customs clearance. What adds points to the rating when choosing:

  • Insurance against professional risks. The slightest mistake in documents can lead to huge financial losses. A good broker issues a special policy that allows clients to receive compensation.
  • Team availability. Experienced declarants often invest in training other brokers to minimize errors and speed up processing for clients.
  • Modern tools and proactivity. The declarant independently informs about the cargo status, legislative changes, and potential risks. Companies use modern CRM systems or online accounts, where you can track the cargo status in real time.
  • Not the least factor — price. If you see a cost below the market for complex work, it will not be of high quality. Moreover, due to mistakes and unprofessionalism, the business suffers serious losses.

Why is it important to choose the right customs representative?

The declarant builds the clearance strategy individually, which allows businesses to get the maximum benefits:

  • Comply with legislation, legally exporting/importing goods.
  • Save time: the broker knows all procedures, so the clearance time is reduced, and delays at the border are almost eliminated.
  • Optimize costs. A good declarant properly classifies goods and selects customs regimes. Usually, this reduces the amount of fees.
  • Reduce the risk of cargo confiscation thanks to complete documentary processing.
  • Save resources. Instead of hiring in-house, you can outsource the process, which is cheaper and more convenient than finding a full-time specialist.

DiFFreight recommends signing a contract with clearly defined terms and rates.

Customs broker services — delegate import clearance

We offer customs declaration services when ordering international cargo delivery. In addition to customs clearance, we provide foreign trade outsourcing and turnkey goods processing. We are preparing new promotions for clients — don’t miss out on great offers! We invite you to a consultation with DiFFreight brokers: high-quality service, experience with different goods, transparent rates, and 24/7 support.

FAQ - popular guestions 

1. What should I look for when choosing a customs broker?

Check the broker’s experience with your type of goods, their license, and client reputation. It’s best if they have prior experience with imports from your source countries.

2. What services should a professional broker provide?

A professional broker not only files customs declarations but also advises on HS codes, document preparation, customs duties, and import regulations.

3. How can I avoid scams when working with a broker?

Always sign an official contract, verify company credentials, read reviews, and never pay upfront without confirming licensing and business legitimacy.

4. How much do customs broker services cost in Ukraine?

Depending on the goods and document volume, services typically range from €50 to €200 per declaration. Compare several brokers to find the right balance between cost and quality.

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