Your International Relocation Customs Documentation Checklist

To clear customs without delays, you need six documents in hand before your shipment loads: a valid passport and visa or residence permit, a signed itemized inventory in English with USD values, a Bill of Lading or Air Waybill, proof of your arrival or residency at the destination, CBP Form 3299 (Importer's Declaration) for U.S.-bound moves, and a Power of Attorney if a customs broker will file on your behalf. Missing even one of these is enough to trigger a hold at the port.

Here are three things to do right now:

• Confirm your passport is valid for at least six months beyond your planned arrival date. Many countries and carriers enforce this as a hard requirement, and your essential documents for international moves must reflect the exact name on that passport.
• Produce a complete, signed inventory in English with item descriptions, quantities, and estimated USD values. Do not use umbrella phrases like "household goods" or "miscellaneous." Customs officers and brokers need line-by-line specifics.
• Confirm in writing who is filing your Importer Security Filing (ISF). For ocean shipments to the U.S., the ISF must be submitted at least 24 hours before vessel departure. Get the filing confirmation number before the ship leaves port.

Pro Tip: Every document in your package must show your name exactly as it appears on your passport, including middle initials. A single-letter discrepancy between your passport, Bill of Lading, and CBP Form 3299 is one of the most common triggers for a customs inspection flag. Store digital copies of all signed originals in a shared cloud folder and notify Atlantic Star Relocations of your document package at least four weeks before your load date.

Key Takeaways

A complete, consistent document package filed on time is the only reliable way to clear customs without holds, fees, or penalties on an international household move.

Table of Contents

• What does a move timeline look like for customs filings?
• The complete customs documentation checklist, form by form
• Which items require special permits or can be refused at the border?
• How do you build an itemized inventory that satisfies customs?
• Who is responsible for the Bill of Lading, AWB, and ISF?
• When should you hire a customs broker for your international move?
• What happens at the destination port, and how do you resolve holds?
• How Atlantic Star Relocations handles customs documentation in practice
• A moving operator's perspective on customs paperwork
• Atlantic Star Relocations' managed documentation service
• Sources
• FAQ

What does a move timeline look like for customs filings?

Customs paperwork has hard deadlines, and the consequences of missing them range from exam holds to daily storage fees. Work backward from your vessel departure or flight date and map each filing to the window below.

1. 8+ weeks before departure: Gather your passport, visa, and residence permit. Confirm validity. If you are shipping a vehicle, start the EPA and DOT paperwork now. If you own firearms, begin the ATF import permit process immediately. ATF permits can take months, and you cannot ship without one in hand.

2. 4–6 weeks before departure: Draft your itemized inventory. Assign USD values to every item. Pull serial numbers for electronics, appliances, and high-value goods. Identify any food items, plants, or medications that require special documentation. Contact Atlantic Star Relocations or your customs broker to review the draft inventory and flag any restricted items.

3. 2–4 weeks before departure: Finalize and sign CBP Form 3299 (Importer's Declaration). Execute your Power of Attorney so your broker can file on your behalf. Confirm your Bill of Lading or Air Waybill details with your carrier. Verify that the consignee name on the B/L matches your passport exactly.

4. 1–2 weeks before departure: Confirm your insurance policy and valuation documentation. Obtain phytosanitary certificates for any plants. Secure pet health certificates if shipping animals. Review the full document package with your broker one final time.

5. 24 hours before vessel departure (hard deadline): The Importer Security Filing (ISF/10+2) must be submitted at least 24 hours before the vessel departs its foreign port. Missing this deadline or submitting incorrect data can trigger exam holds and penalties. Get written confirmation and the ISF submission ID.

6. Before your shipment arrives (FDA prior notice): If your shipment includes food items, FDA prior notice must be submitted electronically and confirmed at least 8 hours before arrival for sea freight, 4 hours for air, and 2 hours for land crossings.

7. Arrival day: Notify your broker the moment you land. Customs entry submission, duty assessment, and release all follow in sequence. Delays in notifying your broker translate directly into port storage fees.

Pro Tip: Time your arrival in the destination country before your shipment clears customs. Goods that arrive at port before the importer often trigger clearance delays and additional port charges. If you cannot arrive first, designate a licensed local agent to clear the shipment on your behalf and coordinate with Atlantic Star on consolidated move scheduling to align delivery timing.

The complete customs documentation checklist, form by form

Every document below has a specific purpose, a responsible party, and a deadline. The table that follows organizes the full set. Read the notes under it for the errors that most commonly trigger inspections.

The FIDI Global Alliance's USA Import Customs Guide confirms this core document set as industry standard for household removals to the U.S., and adds that shipments should be consigned to the property owner, not the moving company.

The errors that trigger inspections most often:

• Vague inventory descriptions. "Miscellaneous household items" or "contents unknown" will stop your shipment. Customs requires explicit descriptions: "Sony 65-inch LED television, model XR-65A80J, serial number 12345, used, value $800."
• Name mismatches across documents. Your passport name must appear identically on the B/L, AWB, CBP Form 3299, and POA. A middle initial present on one document but absent on another is enough to flag the file.
• Sensitive data on shipping documents. Do not include your date of birth, Social Security number, or passport number on the Bill of Lading or Air Waybill. These documents circulate through multiple parties.
• Declared values that conflict with the insurance policy. If your inventory lists a watch at $200 and your insurance policy covers it for $2,000, customs will notice.

Pro Tip: CBP Form 3299 is the cornerstone of a U.S.-bound personal effects shipment. It declares that the goods are used household effects, not commercial merchandise. Sign it in blue ink, keep a certified copy, and give the original to your broker. If your broker asks you to skip it, find a different broker.

Which items require special permits or can be refused at the border?

Restricted and prohibited items are the single most common reason shipments get held. Most holds are avoidable with the right paperwork filed before the ship leaves port.

• Food items: FDA prior notice is mandatory. Submit electronically through the FDA Prior Notice System Interface (PNSI) at least 8 hours before sea arrival, 4 hours before air arrival, or 2 hours before land crossing. Failure to file means the FDA can refuse the shipment at the border.
• Plants and soil: USDA APHIS requires a phytosanitary certificate issued by the origin country's agricultural authority. Many plant species are outright prohibited. Check the APHIS permit database before packing anything with roots or soil.
• Firearms: ATF import permits are mandatory, and the process takes months. Never ship a firearm without a permit already in hand. The FIDI USA Import Guide explicitly warns that ATF permit timelines can exceed several months, making early application non-negotiable.
• Vehicles: EPA Form 3520-1 and DOT Form HS-7 are required for most vehicles. Vehicles that do not meet U.S. emissions and safety standards require modification or cannot be imported at all. Start this process at least six weeks before your move.
• Medications: Prescription medications in quantities exceeding a 90-day personal supply may require DEA registration or FDA clearance. Carry a physician's letter and original pharmacy labels.
• Antiques and cultural property: Items over 100 years old may qualify for duty-free entry under HTSUS Chapter 97, but you will need a certificate of antiquity from a recognized appraiser. Cultural property from certain countries requires additional documentation under the Cultural Property Implementation Act.
• Alcohol and tobacco: Subject to CBP, TTB, and state regulations. Quantities beyond personal-use thresholds require import licenses.

Duty-free entry for household effects is not automatic. Under 19 CFR § 148.52, household effects used abroad for at least one year may be admitted free of duty, but the importer must provide a declaration (CBP Form 3299) or bond and may need to prove the one-year use to the port director. Effects arriving more than 10 years after the importer's last arrival abroad are generally not eligible for free entry.

Pro Tip: When your shipment contains a mix of used household goods and newly purchased items, list them on separate sections of your inventory and mark the corresponding boxes clearly. New items are dutiable; used household effects are not, provided you meet the one-year rule. Mixing them on a single inventory line invites the port director to treat everything as new.

How do you build an itemized inventory that satisfies customs?

The inventory is the document customs officers spend the most time reviewing. A well-built inventory prevents inspections; a sloppy one causes them.

What every line item needs:

• A plain English description of the item (not a brand-only label)
• Quantity
• Serial number or model number for electronics, appliances, and high-value goods
• Country of manufacture
• Condition: used or new
• Estimated value in USD (or local currency with USD equivalent)

Valuation: customs vs. insurance. For customs purposes, declare the fair market value of used items, not the original purchase price. A three-year-old sofa that cost $1,200 new might have a fair market value of $300. For insurance purposes, you want replacement cost. Keep both figures documented separately. For high-value items like jewelry, art, or watches, get a written appraisal before the move.

Supporting duty-free claims. To qualify for duty-free entry under the one-year-use rule, your inventory alone is not enough. CBP guidance confirms that household items used abroad for at least one year are commonly eligible for duty-free entry when properly declared and supported. That support means a signed CBP Form 3299, photographs of items in your prior residence, and utility bills or lease agreements showing your residency period.

The FIDI USA Import Guide is explicit: never use vague descriptions like "miscellaneous" or "contents unknown." Customs and brokers require explicit item descriptions with values.

Pro Tip: Deliver a digital PDF of your signed inventory to your customs broker and keep one signed original for yourself. Never hand over your only original. If your broker loses it, you lose your duty-free claim. Atlantic Star Relocations collects and stores digital copies of all client documents as part of its managed documentation process.

Who is responsible for the Bill of Lading, AWB, and ISF?

Shipping documents divide into two categories: what the carrier produces and what you or your broker must supply. Confusing the two is how shipments get stuck.

Ocean Bill of Lading (B/L) vs. Air Waybill (AWB):

The B/L is the carrier's contract for ocean freight. It serves as a receipt, a title document, and the basis for customs entry. The AWB performs the same function for air freight but is non-negotiable and cannot transfer title the way a negotiable B/L can. Both documents must show the consignee's full legal name and address. Neither should include your date of birth, Social Security number, or passport number.

Consignment best practice: Consign the shipment to yourself as the property owner, not to your moving company or freight forwarder. List your broker or forwarder as the notify party. This matters because customs releases goods to the consignee. If the moving company is listed as consignee, release requires an additional step and often additional fees.

ISF (Importer Security Filing / 10+2):

For every ocean shipment to the U.S., the ISF must be filed at least 24 hours before vessel departure. The "10+2" refers to ten data elements the importer must supply (seller, buyer, importer of record, consignee, manufacturer, ship-to party, country of origin, commodity HTSUS number, and two container stuffing and consolidator fields) plus two elements the carrier provides. Missing or incorrect ISF submissions are a leading cause of exam holds and avoidable delays for sea freight.

Who files what:

• Carrier: Issues the B/L or AWB, provides vessel and container data for ISF.
• Customs broker / freight forwarder: Files the ISF, submits the customs entry (CBP Form 3461 or 7501), and coordinates duty payment.
• You (the importer): Sign the inventory, execute the POA, provide passport and visa copies, and confirm all personal data is consistent across every document.

Pro Tip: Before your shipment loads, ask your broker or forwarder for written confirmation that the ISF has been filed and request the submission ID number. If they cannot provide it, the ISF has not been filed. This single step prevents the most common and most expensive clearance hold in ocean freight.

When should you hire a customs broker for your international move?

DIY customs clearance is possible for straightforward shipments, but the threshold for "straightforward" is lower than most people expect.

Hire a customs broker if your shipment includes any of the following:

• A vehicle (EPA/DOT compliance is not optional)
• Firearms (ATF permit process requires a licensed importer in most cases)
• High-value art, antiques, or collectibles
• Food items requiring FDA prior notice
• Plants or animals requiring APHIS or CDC clearance
• Multiple destination countries or a multi-leg route
• Any item you are unsure how to classify under HTSUS

For a standard household move with used furniture, clothing, and electronics, an experienced relocation manager like Atlantic Star Relocations can coordinate the broker relationship and document collection on your behalf, acting as a single point of accountability rather than leaving you to manage multiple vendors.

What to hand your broker on day one:

• Signed itemized inventory with USD values
• Passport and visa copies (certified if required)
• Proof of arrival or residency at the destination
• Executed Power of Attorney
• Copies of your B/L or AWB once issued
• Purchase receipts for new or high-value items
• Insurance policy and valuation report
• Contact information for your origin and destination agents

Questions to ask before you sign anything:

• "Will you file the ISF, and can you provide the submission ID?"
• "What are your customs broker fees, and are they separate from the freight charges?"
• "Can you provide an estimated duty and tax calculation based on my inventory?"
• "How do you handle a customs hold or exam?"

Red flags: A broker who cannot confirm ISF filing in writing, who asks you to sign a blank POA, or who cannot name the specific CBP port of entry for your shipment is not a broker you want handling your clearance. Also watch for third-party logistics arrangements where accountability for ISF filing falls between parties with no written confirmation.

What happens at the destination port, and how do you resolve holds?

Clearance at the destination port follows a predictable sequence. Knowing it helps you respond fast when something goes wrong.

1. Arrival notification. Your carrier notifies the consignee (you) and the notify party (your broker) when the vessel arrives. Act immediately. Port free time is typically three to five days before storage fees begin.
2. Customs entry submission. Your broker files the formal entry with CBP, submitting the B/L, inventory, CBP Form 3299, and any required permits. CBP reviews the entry and either releases it or assigns it for examination.
3. Examination. CBP may order an X-ray exam, a tailgate exam (partial unload), or a full intensive exam (complete unload). Exams add days and cost money. The most common triggers are inconsistent data between documents, missing ISF, undeclared restricted items, and goods arriving before the importer.
4. Duty assessment. CBP determines duties based on HTSUS classifications and item origin. CBP accepts U.S. currency, personal checks, government checks, money orders, and credit cards at some ports. Confirm accepted payment methods with your broker before arrival.
5. Release and delivery. Once duties are paid and the entry is released, your broker coordinates last-mile delivery or transfer to bonded storage.

Common hold-up causes and fixes:

• Inconsistent data between documents: The fix is prevention. Run a name and value cross-check across all documents before the ship departs.
• Missing ISF: Get the submission ID before the vessel loads. If ISF was not filed, your broker must file immediately and prepare for a possible exam hold.
• Undeclared restricted items: Disclose everything on the inventory. Customs officers find items that are not on the list, and the penalties for non-disclosure are significantly worse than the permit fees.
• Goods arriving before the importer: Coordinate your travel so you arrive before or concurrent with your shipment. If that is not possible, designate a licensed agent to clear on your behalf.

Storage and auction timelines: Packages left unclaimed may be placed into bonded warehouse or public storage after 15 days and, if not claimed within six months, can be sold at auction, with all storage and related charges at the owner's risk and expense. CBP's guidance on unaccompanied purchases makes clear that coordinating arrival timing or designating a local agent is not optional for anyone who cannot be present at port. Atlantic Star's short-term storage options in NYC and Westchester can bridge the gap between port release and final delivery when timing does not align perfectly.

How Atlantic Star Relocations handles customs documentation in practice

The difference between a smooth clearance and a two-week hold usually comes down to document preparation done weeks before the ship loads, not the day before.

Here is how Atlantic Star Relocations operationalizes the process for a typical international household move originating from the New York metro area, including Westchester County, Manhattan, Brooklyn, and the surrounding tri-state region:

Document collection phase (6–8 weeks out):

• Atlantic Star's coordination team sends clients a document request list covering every item in the checklist above.
• The team reviews the draft inventory for vague descriptions, missing serial numbers, and value inconsistencies before the client signs anything.
• A customs broker is assigned and introduced to the client in writing, with a clear statement of who is responsible for ISF filing.

A recent anonymized example: A client relocating from Westchester to London submitted an inventory that listed "electronics" as a single line item valued at $500. Atlantic Star's team flagged the entry, worked with the client to itemize 14 individual devices with serial numbers and fair market values totaling $6,200, and corrected the declared value before the B/L was issued. The corrected inventory cleared UK customs without examination. The original inventory would almost certainly have triggered a physical exam and a potential duty reassessment.

Pre-loading confirmation checklist Atlantic Star provides to every international client:

• Signed CBP Form 3299 (or destination-country equivalent) received and on file
• ISF filed and submission ID confirmed in writing
• B/L or AWB reviewed for name consistency with passport
• POA executed and on file with the customs broker
• Insurance policy and valuation report on file
• Any restricted-item permits confirmed (ATF, FDA, EPA/DOT)

Atlantic Star's logistics coordination services cover the full document lifecycle, from initial collection through arrival-day clearance support, with a single point of contact throughout. For readers who want to understand the broader customs clearance process before engaging a mover, the customs clearance guide on the Atlantic Star blog covers the procedural steps in detail.

A moving operator's perspective on customs paperwork

The clients who sail through customs are not the ones with the fewest belongings. They are the ones who treated the inventory like a legal document from day one.

The single easiest way to prevent a hold is consistent name formatting and a signed inventory in English with values. Not a spreadsheet with "misc." in the description column. Not a handwritten list with no serial numbers. A typed, line-by-line inventory that a customs officer can read, verify, and release in under ten minutes.

The shortcuts that actually work: photograph every room before packing, with items visible and labeled. Those photos are your proof of one-year use if CBP asks. Store digital copies of every signed original in a shared folder with your broker. And get ISF confirmation in writing before you board your flight. If your broker cannot send you that confirmation number, call them. If they still cannot produce it, the ISF has not been filed, and you need to know that before the ship leaves port, not after it arrives.

Atlantic Star Relocations' managed documentation service

Customs paperwork for an international move is not a one-afternoon project. The document list is long, the deadlines are hard, and one missed filing can cost more in port storage fees than the broker's entire fee would have.

Atlantic Star Relocations' managed documentation service handles the full process for clients moving internationally from Westchester County, New York City, and the broader tri-state area:

What is included:

• Document collection and verification (inventory review, passport/visa copies, POA execution)
• ISF filing coordination with written confirmation and submission ID
• Customs broker assignment and fee transparency
• Arrival-day clearance support and port communication
• Short-term storage coordination for timing mismatches between port release and final delivery

Clients moving internationally from Manhattan, Brooklyn, Queens, the Bronx, or Westchester County can request a consultation and document review at any point in the planning process. Have your passport, a draft inventory, and your target move date ready when you call.

Visit Atlantic Star's logistics coordination services page or review the Moving FAQ to understand what the managed process covers before your first conversation.

Sources

Use these pages to download official forms and verify current rules before your shipment loads. Regulations change, and the primary source always supersedes any checklist.

• 19 CFR § 148.52 - Exemption for household effects used abroad. | Electronic Code of Federal Regulations (e-CFR) | US Law | LII / Legal Information Institute
• Shopping Abroad: Duty Free, Gifts, Household Items | U.S. Customs and Border Protection

For destination-specific rules outside the U.S., contact the destination country's consulate or customs authority directly. Rules for the EU, UK, Canada, and Australia differ significantly from U.S. CBP requirements, and local consulate guidance supersedes general international checklists.

FAQ

What documents are required for an international household move to the U.S.?

The core set includes a valid passport and visa or residence permit, a signed itemized inventory in English with USD values, a Bill of Lading or Air Waybill, CBP Form 3299 (Importer's Declaration), a Power of Attorney for your broker, and the Importer Security Filing (ISF) for ocean shipments. Additional permits apply for vehicles, firearms, food, and plants.

When does the ISF need to be filed for a sea shipment?

The ISF must be submitted at least 24 hours before the vessel departs its foreign port. Missing or incorrect ISF data is a leading cause of exam holds; always request written confirmation and the submission ID from your broker before the ship leaves.

Can I import my used household goods duty-free?

Household effects used abroad for at least one year may be admitted free of duty under 19 CFR § 148.52, but you must provide a signed CBP Form 3299 and may need to prove the one-year use to the port director. Effects arriving more than 10 years after your last arrival abroad are generally not eligible.

What happens if my shipment arrives before I do?

Goods that arrive before the importer often trigger clearance delays and additional port charges. Packages left unclaimed may be placed into bonded storage after 15 days and auctioned if not claimed within six months. Designate a licensed local agent to clear on your behalf if you cannot arrive first, or coordinate timing through a managed relocation service.

How does Atlantic Star Relocations help with customs documentation?

Atlantic Star Relocations acts as a single point of accountability for international moves, collecting and verifying your document package, coordinating ISF filing with written confirmation, assigning a customs broker, and providing arrival-day clearance support. Clients moving from Westchester County, New York City, and the tri-state area can request a consultation through the logistics coordination services page.

Recommended

• What Is Customs Clearance When Moving Internationally?
• How to Handle Prohibited Items in International Shipping
• How to Choose an International Moving Carrier in 2026
• How the Overseas Moving Process Works: 2026 Guide