What export clearance covers
We prepare and lodge export declarations in Germany, the Netherlands or Belgium under a power of attorney. Send the documents. We will check them, identify the competent office of export and handle the clearance.
- We check the completeness and consistency of invoice, packing list and transport document details
- We prepare and lodge the declaration on your behalf as direct representative
- We handle customs messages, flag missing information and update you on clearance progress
- We provide the MRN, clearance documents and the exit confirmation received
Which documents to prepare
Send the documents you have. We will identify what is needed before lodging the declaration. Include the port and terminal if they are already known.
- Customs power of attorney for export declarations, signed by a person authorised to represent the company
- Commercial invoice and specification or packing list: goods description, value, currency, weight and package count
- Customs tariff code (CN) for each item; if unavailable, we establish it from the documents and goods description
- The exporter’s EORI number, consignee details and destination country
- Available transport details: carrier, booking, container or vehicle number, port and terminal
- Information on goods requiring licences or subject to restrictions, and any relevant permits
How export clearance works
The country of clearance need not be the country from which the goods leave the EU. We identify the competent office of export and keep you informed of progress. We confirm the price and timing before accepting the order.
- You send the documents and signed power of attorney
- We check the data and goods classification and let you know if anything is missing
- We lodge the declaration and report its status, assigned MRN and any action required by customs
- After release for export, the goods follow the further formalities for the route; we carry out port registration if it is included in the order
- The office of exit sends the result to the office of export, which certifies exit to the declarant. We pass on the confirmation received; document and message names depend on the declaration system
Export clearance and port handling in one order
For exports through a port, we can combine the declaration with Z-Nummer, BHT, WHT, Portbase or APCS/e-Desk registration. Send the booking and shipment details. We will handle registration and check available statuses. For dangerous goods, include the IMO/DG document. Portbase availability is confirmed for the specified terminal. Port registration is part of the export process; the reference alone does not confirm exit.
Already have an export declaration?
Send the booking and export document with its MRN, including one prepared by another agency. Include the container number, port and terminal, plus an IMO/DG document for dangerous goods. We will handle the port registration. You do not need another declaration for the same shipment. If the goods require T1 transit, we will check whether we can arrange it for the route. This is a separate service.
Before your first export clearance
Where is the export declaration lodged?
We handle clearance in Germany, the Netherlands and Belgium. We establish the competent office of export from the exporter’s details, packing or loading location and planned transport. The offices of export and exit may be in different countries.
Who is the declarant under a power of attorney?
Under direct representation, the exporter remains the declarant. CloseMRN lodges the declaration in the exporter’s name and on its behalf under the power of attorney.
Do I need an EORI number?
We need the exporter’s EORI number for the declarations we handle. If you do not have one, we explain where and how to obtain it before lodging the declaration.
Can I enquire before I know the port and terminal?
Yes. Send your commercial documents and available transport details. The port and terminal are not required for an initial enquiry. We will let you know if anything needs to be added before clearance.
What if I do not know the goods’ CN code?
We establish it from the invoice, goods description and technical documentation, as provided for in the power of attorney. If you hold binding tariff information (BTI), send it before clearance.
Sources and references
Operator and institutional resources explain the procedures and port systems.
