To avoid shipping delays and unexpected fees when importing display units, ensure complete and accurate documentation, validate HS codes with a customs broker, calculate duties and VAT in advance, and work with a logistics partner experienced in POP/VM displays. Preparation of shipping labels, pre-arranged delivery, and early scheduling during peak seasons significantly reduces customs holds and extra charges.
When Your Displays Are Ready—But the Port Isn’t
Your display units are packed, inspected, and ready for global rollout.
Then the freight forwarder calls:
“Your shipment is on hold at port.”
Suddenly your campaign timeline is misaligned, a launch window is at risk, and new fees appear without warning.
This is not rare — especially in the POP & VM industry, where products often contain mixed materials (metal, acrylic, wood, LED components) and require precise customs classification.
The truth?
Most delays and unexpected fees are 100% preventable with the right preparation.
1. What Documents Are Essential to Avoid Customs Delays?
Customs delays nearly always trace back to documentation errors — missing values, mismatched descriptions, or incomplete packing details.
Required documents when importing display units
| Document | Why It Matters |
|---|---|
| Commercial Invoice | Core reference for value, product description, and duties calculation |
| Packing List | Confirms weights, carton specs, and dimensions |
| Bill of Lading / AWB | Official proof of shipment and ownership |
| Certificate of Origin | Helps reduce tariffs under free trade agreements |
| Customs Declaration | HS code classification + declared value |
| Import License | Required in restricted or regulated categories |
💡 Pro Tip:
Use a standardized documentation template and have a customs broker review all documents before vessel departure.
📎 Related: How to Ensure Your Display Units Clear Customs Without Delays
2. How Does HS Code Misclassification Create Extra Fees?
Display units often combine multiple materials — which is why misclassification is common.
A wrong HS code can lead to:
❌ Higher duty percentage
❌ Containers pulled for inspection
❌ Administrative fines
❌ Shipment re-classification (causing days or weeks of delay)
Common HS codes for POP & VM components
| Display Item | Typical HS Code |
|---|---|
| Acrylic trays / glorifiers | 3926 |
| Mannequins or bust forms | 9603 |
| Retail fixtures, cabinets, stands | 9403 |
| Lighted signage (with electronics) | 9405 |
Correct classification requires understanding dominant material and intended commercial use.
💡 Solution:
Before shipping, ask your freight forwarder or customs broker to validate the HS code based on technical drawings or material breakdown.
3. Why Are Duties, VAT, and Landing Costs Often Underestimated?
Duties and taxes surprise brands more often than late shipments.
Reasons most importers underestimate costs:
-
Forgetting that freight cost is included in duty calculation
-
Ignoring local VAT/GST in the destination market
-
Overlooking temporary US/EU tariff adjustments
-
Not factoring in customs inspection fees
-
Using FOB values without calculating the full landed cost
What your landed cost should include
✔ Product value
✔ Freight charges
✔ Insurance (if applicable)
✔ Duties based on HS code
✔ VAT/GST
✔ Port fees + last-mile delivery
💡 Ask for a pre-shipment landed cost calculation.
Most forwarders can give a reliable estimate within 24 hours.
📎 Related: How to Minimize Tariff Impact on Display Props
4. Why Logistics Partners Can Make or Break Your Timeline
Not all freight forwarders understand POP displays.
You don’t just need someone who moves containers —
you need someone who understands visual merchandising deadlines, retail calendars, store installation timelines, and how display units differ from commodity shipments.
