A Step-by-Step Guide to Import Goods into the UK

Whether you're an interior designer sourcing unique tiles from Italy, a professional tradesman bringing in bespoke tools, or a DIY enthusiast purchasing stylish furniture from overseas, understanding how to legally import goods into the UK is crucial. Failing to follow the correct procedures can lead to delays, unexpected costs, or even confiscation of your goods. That’s why we’ve created this comprehensive step-by-step guide to walk you through the entire process – clearly, simply, and efficiently.

1. Understand What You’re Importing

Your journey begins with knowing exactly what you are importing. The type of goods you bring into the UK will determine the permits you'll need, the duties you’ll pay, and whether any restrictions or special procedures apply.

For example, if you are importing building materials, certain chemicals, or antiquities, there may be safety regulations or licenses required. Similarly, home decor products made with animal derivatives, like ivory or leather, may be subject to strict import controls under CITES (the Convention on International Trade in Endangered Species).

The UK government provides a tool called the Trade Tariff, which helps you classify your goods using the correct commodity code. This code is essential when calculating VAT and duty rates correctly and declaring your goods accurately.

Specify your product down to the last detail — dimensions, materials used, country of origin — as different variants can fall under different regulations or attract different duty rates.

If you’re unsure, professional customs agents like Customs-Declarations.UK can support you in identifying the right codes for your goods and ensuring full compliance with all regulations.

2. Decide How You’ll Import: Shipping Method and Incoterms

The next step is choosing your mode of transport. Will your goods arrive via air, sea, courier, or road transport? The cost, speed, and complexity of your import will vary depending on the method used.

This is also where something called Incoterms (International Commercial Terms) comes in. Incoterms define the roles and responsibilities between the buyer and the seller throughout the import journey — who handles customs clearance, who pays duties, and who assumes the risk for the goods in transit.

Commonly used incoterms in smaller imports include DAP (Delivered at Place), where the seller arranges delivery but the buyer handles import duties and taxes. Alternatively, DDP (Delivered Duty Paid) means the seller manages everything and you only receive the final product.

Choosing the right incoterms from the beginning prevents confusion and delays — particularly critical when working on time-sensitive renovation or remodelling projects.

3. Register for an EORI Number

If you haven’t done so already, you’ll need to apply for an EORI number (Economic Operators Registration and Identification). This is a unique ID issued by HMRC that allows you to legally import goods into the UK.

The application process is free and completed online — it typically takes just a few minutes, and your EORI number is usually issued within 2–3 working days. Without this number, UK customs will not clear your goods and they may be held at the border.

This step is required whether you’re importing goods occasionally on behalf of a client or regularly ordering professional equipment for your trade work. Make sure the business details on your application are accurate to avoid delays.

4. Calculate Duties, VAT, and Other Charges

Once you know what you're importing, you’ll need to estimate and prepare for the charges. These include:

• Customs duty (based on commodity codes)
• Import VAT (typically 20% of the total value)
• Handling fees from your courier/customs broker

The total value includes the cost of the goods, shipping, insurance, and applicable commissions. Paying these correctly is essential to avoid penalties or delays.

If you’re VAT-registered, you can reclaim import VAT on your quarterly VAT return via postponed VAT accounting, which improves your cash flow by allowing you to defer payment rather than paying it upfront at the border.

5. Ensure Your Supplier Prepares the Right Documentation

Successful importing often depends on your supplier's ability to provide accurate and complete paperwork. Missing or incorrect documents are a leading cause of customs delays or seizure at the border.

Here’s what to ask your supplier for:

• Commercial Invoice — listing product, quantities, prices, and delivery terms (Incoterms)
• Packing List — detailing how the goods are packaged and numbered
• Certificate of Origin — especially important if you’re relying on reduced tariff rates under a trade agreement
• Bill of Lading or Air Waybill — for sea and air shipments respectively

If you’re importing from the EU, you may also need a statement of origin to benefit from 0% tariffs under the UK–EU Trade and Cooperation Agreement.

6. Submit a Customs Declaration

This is one of the most important steps, and where many DIY importers get stuck. A customs declaration is a formal statement submitted to HMRC containing all the details of what you're bringing into the country.

You can complete declarations yourself using HMRC-compatible software, but unless you’re experienced, we strongly recommend using a professional customs agent like Customs-Declarations.UK. Incorrect submissions can cause long delays, financial penalties, or confiscation of goods.

You’ll need to provide your EORI number, the correct commodity codes, the total value of the goods, origin country, and supporting documents during this step. Your agent will handle everything officially, ensuring full compliance from start to finish.

7. Pay Fees and Receive Your Goods

Once your declaration is accepted, HMRC will calculate the duties and VAT due. These must be paid before the goods are released from customs and forwarded to your delivery address.

If you use a freight forwarder or customs broker, they often cover the customs charges upfront and invoice you after delivery — though keep in mind this involves additional handling fees.

Be prepared for delivery and ensure that you, your site manager, or project team is on-hand to inspect the goods for damage or discrepancies. Always check the quantity and quality of the items upon arrival so that you can raise any issues with your supplier while protection is still valid.

8. Keep Records and Ensure Compliance

Under UK law, businesses that import goods must keep records for at least six years. Even if you're importing items for your own projects, it's a good practice to store proofs of payment, shipping records, and documents demonstrating compliance.

This is particularly important for interior designers, architects, and construction specialists, where future inspections, client queries, or audits could require evidence of origin and duty paid status.

In case of any discrepancies, having a clear record trail can protect you from fines and preserve trust with your clients and suppliers.

Conclusion: Importing to the UK Made Simple

From sourcing reclaimed wood flooring in the Netherlands to acquiring pendant lights from Scandinavia, home renovation and design professionals across the UK often rely on global suppliers to achieve standout results. While importing may once have seemed complex, services like Customs-Declarations.UK make the process smooth, compliant, and effortless.

With the right preparation — and the right partner — importing opens the door to a world of products and possibilities. Stay informed, stay compliant, and bring your design vision to life, one shipment at a time.