Shipping your VM or POP display across borders without the right documents? It’s not just risky — it could cost you 10+ days in customs delays, storage fees, or even total rejection. Customs agents don’t care how beautiful your display is — they care about HS codes, pallets, electrical declarations, and labels.
Table of Contents
At Samtop, we help brands clear customs fast by providing a pre-audited documentation set for over 30+ countries.
✅Key Customs Docs for Display Fixtures
To avoid customs delays when shipping VM fixtures internationally, you need a complete documentation kit that includes: a detailed packing list with HS codes, fumigation certificate (if using solid wood), COO, power declarations for LED elements, and accurate crate labeling. Label everything clearly and work with your forwarder before shipping.
Why Bad Documentation Kills Great Displays
You’ve invested months in designing a premium counter glorifier or a perfume tester tray. But once it hits port, even a wrong HS code or missing fumigation stamp can stall everything.
Instead of dealing with rejections, fees, and frustrated store teams — prepare a customs-ready document system that avoids surprises.
Explore our global export toolkit for fixture projects
📦 1. Documents Every Fixture Shipment Needs
| Document | Purpose | Required For |
|---|---|---|
| Packing List | Lists parts, weight, volume | All shipments |
| Commercial Invoice | Declares value + HS code | All shipments |
| HS Code Sheet | Ensures tax classification | Customs agents |
| COO (Origin Cert) | Confirms origin | Required in GCC, EU |
| Fumigation Cert | For wood pallets/crates | US, AU, EU, JP |
| Electrical Declaration | For LED parts | CE, UL, FCC markets |
| Photo Sheet | Speeds visual clearance | Optional but smart |
| Shipping Marks | Crate ID + traceability | Mandatory |
📌 Include a QR code to your packing list PDF on the crate card — makes customs faster.
🌍 2. Assigning the Correct HS Codes
Wrong HS codes = extra taxes or rejection.
| Fixture Type | Suggested HS Code | Notes |
|---|---|---|
| Metal frame | 9403.20.00 | Metal furniture type |
| Wood riser | 9403.60.10 | Wood-based displays |
| Acrylic trays | 3926.90.90 | Plastic articles |
| LED lightbox | 9405.40.90 | Electrical lighting equipment |
| Mixed materials | 9403.89.10 | Use dominant material logic |
🔗 See our full HS code library for display types
🪵 3. Wood Packaging & Fumigation Tips
| Scenario | Compliance Requirement |
|---|---|
| Solid wood base | ISPM15 heat-treated + stamped |
| MDF / plywood | Usually exempt (check country) |
| No wood | Declare “Non-wood packaging” |
✅ Countries like the USA, Australia, and Saudi Arabia enforce this strictly. No ISPM15 = full container inspection.
⚡ 4. Declaring Electrical Components (LED, Transformers, Batteries)
| Component | Declaration Needed | Notes |
|---|---|---|
| LED strips | Power rating, CE/UL | Wattage + voltage |
| Power plugs | Region match | E.g., EU Type C vs UK Type G |
| Batteries | UN38.3 | For air shipments |
| Lightboxes | Spec sheet + image | Include in invoice or attachment |
💡 Add a spec sheet PDF + wattage sticker to the crate or manual.
📦 5. Labeling Crates for Fast Customs Clearance
A good crate label speeds inspection and reduces port delay.
Include:
- Project code + PO
- Destination country
- Box count (e.g. 2 of 7)
- Net/Gross weight
- Plug info / voltage
- Fumigation stamp (if wood)
- Optional: item image on label
🔗 Download our printable crate label template
💬 FAQ
Q: Do I need a fumigation cert for MDF pallets?
✅ No, MDF is processed and exempt. But you must declare “Non-wood packaging” on the packing list.
Q: What happens if I use the wrong HS code?
⚠️ Risk of overpaying duties, product seizure, or denial. Always double-check with a customs broker.
Q: Do all markets require COO?
✅ GCC (e.g., Saudi, UAE), EU, and some African ports do. Others may not — but it helps reduce delays.
Q: Can customs hold LED-lit displays without a power declaration?
✅ Yes. Especially in CE/UL markets, power rating and safety must be declared.
✅ Conclusion: Paperwork Is a Display’s Passport
✔️ Start export docs when PO is confirmed
✔️ Match HS code to market, not just product
✔️ Always check wood rules — and declare clearly
✔️ Label crates like a blueprint — not just a sticker
✔️ Train vendors + freight forwarders using your fixture doc master folder
At Samtop, we help you ship not just display units — but complete clearance-ready kits.
📩 Want Our Display Export Checklist or Templates?
We offer:
✅ Export-ready doc bundles (PL, invoice, HS list)
✅ Country-specific wood & power declarations
✅ Crate label + carton ID templates
✅ Freight forwarder coordination notes
