A package bound for London or Toronto can be packed perfectly and still sit in a customs warehouse for two weeks because one line on the form said “gifts.” International shipping adds a step domestic packages never face, and the rules have tightened since 2025. Customers who come to our Notary Newport Beach office for notarized documents or international shipping ask about customs more than almost anything else. Here is what the forms ask for and how to fill them out so your package clears without a hold.
What is a customs form, and when do you need one?
A customs form is a declaration listing what is in your package, what it is worth and why you are sending it. The destination country uses it to screen the package and decide whether duties or taxes are owed.
With USPS, nearly every international package needs one. According to USPS, the main exception is First-Class Mail International letters and large envelopes that contain only documents and weigh under 15.994 ounces. Anything with merchandise, even a $10 item, needs a declaration. UPS, FedEx and DHL ask for the same information, usually on a commercial invoice.
Can you still fill out a customs form by hand?
Not as the final form. USPS has retired the old handwritten customs forms, and every package now needs an electronically generated declaration.
You have two options. You can enter the information online through USPS tools such as Click-N-Ship, or fill out PS Form 2976-R, a paper worksheet, and bring it to a retail counter. The clerk keys in your details and prints the official barcoded form. At our counter, we enter the details with you as part of shipping.
How specific does the item description need to be?
Very specific. Customs officers need to know exactly what is in the box from the description alone, and USPS now uses your description to assign the product classification code.
Write “women’s wool sweater” instead of “clothing,” “hardcover cookbook” instead of “book,” and “ceramic coffee mug” instead of “gift.” List each type of item on its own line with its quantity, weight and value. Vague entries like “merchandise,” “household goods” or “personal items” are a common reason packages get held for inspection.
What is an HS code, and do you need one?
An HS code is a six-digit number from the Harmonized System, a product classification standard maintained by the World Customs Organization. Countries use it to identify goods and calculate duties.
Since September 1, 2025, USPS has required a six-digit HS code for each item in commercial international shipments, in line with new Universal Postal Union rules. If you sell online and ship orders abroad, that applies to you. For personal gifts, the code is not mandatory on postal forms, but a clear description lets the system assign one accurately.
What value should you declare?
Declare the real value of each item, meaning what you paid or what it would cost to replace. Used items can be valued at a fair resale price.
Under-declaring to save the recipient duties is a gamble. Customs agencies can reassess the value, hold the package or apply penalties, and a low declared value also limits what you can recover if the package is lost. If any single type of item is worth more than $2,500, U.S. export rules generally require an Electronic Export Information filing before it ships, and that filing number goes on the customs form.
Who pays duties and taxes on the other end?
By default, the recipient pays any import duties and taxes when the package arrives. Some carrier services let the sender prepay them, so the gift arrives without a bill.
Each country sets its own threshold below which no duty is charged, and those thresholds vary widely and change often. Many also treat genuine personal gifts more generously than commercial goods, so marking the package correctly as a gift, merchandise, documents or a return matters.
What items cause problems at customs?
Food, alcohol, tobacco, medications, plants, seeds, aerosols, perfume and anything with a loose lithium battery are frequent trouble spots. Every country keeps its own list of prohibited and restricted items, and USPS publishes country-by-country restrictions in its International Mail Manual. If you are unsure, ask before you pack.
How does a Notary Newport Beach shipping counter make customs easier?
We complete the customs declaration with you, help word item descriptions so they are clear, and compare international rates and delivery times across carriers. We also add a phone number and email for the recipient, which carriers and customs offices use to arrange delivery or collect duties.
Send it once, without the hold
Clear descriptions, honest values and the right form type are what move a package through customs quickly. Commercial shippers now need six-digit HS codes, and everyone needs an electronic declaration. Bring your international package to our Notary Newport Beach location at 2618 San Miguel Drive, and we will prepare the paperwork and get it on its way.
