China Customs Declaration: Your Guide in Shipping Branded Items

Why Customs Declarations Matter for Branded Items

At its core, a customs declaration is a simple statement of what you are shipping, its value, and its intended purpose. However, when it comes to branded goods, Chinese customs look closely.

China enforces Intellectual Property Rights (IPR) very strictly. This means any product carrying a logo, trademark, or brand name must be proven authentic and authorized for import. Customs officials are trained to spot and seize goods that look counterfeit or lack proper authorization.

For example:

• A shipment of branded headphones without an authorization letter can be stopped as counterfeit, even if they are genuine.

• A box of custom-printed Coca-Cola T-shirts sent for a marketing event will be held unless the brand owner confirms the use of their logo.

For businesses, failing to declare correctly can lead to:

• Delays and higher storage costs at the port.

• Confiscation of goods suspected to be counterfeit.

• Penalties or fines for misdeclaration.

• Damage to client trust if deadlines are missed.

Key Documents You’ll Need

When preparing a shipment of branded merchandise, you’ll need more than just a standard invoice. The following documents are often required for customs clearance in China:

Core Documents (Always Required)

1. Commercial Invoice

This is the foundation of your customs clearance.

It outlines what you are shipping, the quantity, unit price, total value, and buyer/seller details.

Customs uses it to calculate duties and taxes, so the information must be accurate and consistent with the information on your packing list and declaration form.

2. Packing List

Provides a breakdown of how goods are packed, including weight, dimensions, and contents of each carton or pallet.

It helps customs verify shipments during inspections and ensures that what’s physically inside matches what’s declared.

3. Brand Authorization Letter

This is essential for branded items.

It proves that you are authorized by the trademark owner or official distributor to import and use the brand name or logo.

Without this, branded products risk being flagged as counterfeit, regardless of authenticity.

4. Customs Declaration Form (China)

An electronic entry filed by your customs broker or freight forwarder into China’s customs system. It consolidates all shipment details, like product descriptions, HS codes, values, and importer information.

5. Bill of Lading or Airway Bill 

This is the transport document issued by your carrier.

It serves as proof of shipment and contains details about the exporter, consignee, cargo description, and route.

Customs requires it to verify that the goods in transit match the declared shipment.

Additional Depending on the Product or Shipment

6. Trademark or IPR Recordation Proof

If the brand is registered in China, customs may ask for proof of recordation. This helps officers verify that the brand is legally recognized in the market and prevents counterfeit risks.

7. Product Compliance Certificates

These demonstrate that your goods meet regulatory and safety standards. Common examples include:

• CE, RoHS, or FCC for electronic products

• CCC (China Compulsory Certification) for regulated categories in China

• FDA/CFDA certificates for food, health, or cosmetic imports

8. Import/Export License

Not every product requires one, but many sensitive or regulated categories do, such as electronics, medical equipment, chemicals, pharmaceuticals, and certain food items.

For branded merchandise, an import/export license may be required if the product falls into one of these categories or if it’s being shipped in large volumes.

The license ensures that only approved businesses handle these goods, protecting both market safety and intellectual property.

9. Insurance Certificate

Covers goods in transit against loss or damage. While not always mandatory, customs or carriers may request it for high-value shipments, and it provides added protection for your business.

6. Certificate of Origin (COO)

Specifies where the goods were manufactured.

It may reduce tariffs if your shipment qualifies under certain trade agreements.

Some buyers or customs authorities require it as proof of authenticity.

11. Inspection Certificate (CIQ)

Issued by China Inspection and Quarantine authorities for certain goods such as food, agricultural products, or other regulated items. It ensures products meet China’s quality and safety standards before entering the market.

Customs Challenges with Branded Merchandise

Branded products face specific challenges that generic goods often avoid. Business owners should be aware of:

How to Declare Branded Items in China

Navigating customs for branded goods can feel overwhelming, but breaking the process into clear steps makes it manageable. Below is a structured workflow that importers should follow when declaring branded items into China.

1. Prepare All Required Documents

Before shipping, gather your commercial invoice, packing list, bill of lading or airway bill, and brand authorization letter. For certain goods, you may also need certificates of origin, compliance certificates, or an import license.

Always ensure all documents are consistent, because even small discrepancies (like mismatched product descriptions) can cause delays.

2. Verify Brand Authorization

Chinese customs pays particular attention to intellectual property. Branded goods cannot pass clearance unless you prove authorization from the trademark owner or official distributor.

This is typically done through a brand authorization letter. Ensure the letter is valid, up-to-date, and covers every SKU in your shipment.

3. Classify Goods with HS Codes

Every product must be assigned an HS (Harmonized System) code that determines duty and tax rates.

Correct classification is critical.

Using the wrong code can either increase your costs unnecessarily or raise red flags with customs.

Thus, many businesses rely on customs brokers or sourcing partners to ensure accuracy.

4. File the Customs Declaration Form

Your freight forwarder or customs broker will submit an electronic declaration to China Customs. This form consolidates all shipment details, including product descriptions, HS codes, quantities, values, and consignee information.

Customs uses this form as the official record and cross-checks it against your supporting documents. Accuracy here is non-negotiable.

5. Pay Duties, VAT, and Applicable Taxes

Once the declaration is accepted, duties and taxes must be settled. Import duty rates vary by category, while VAT is generally 13–17%. Luxury or restricted goods may also be subject to consumption tax. Delays in payment can extend the clearance timeline, so it’s best to budget and prepare funds in advance.

6. Undergo Customs Inspection (If Required)

Customs may decide to physically inspect your goods. This is common for branded merchandise due to the high risk of counterfeit products.

During inspection, officers will check packaging, labels, and brand authorization. If everything aligns, goods are released. If not, additional documents or clarification may be requested.

7. Clearance and Release

Once all checks are complete and fees are paid, customs issues clearance and releases your shipment. Goods can then be transported to your warehouse or end destination.

Remember that timelines vary. Straightforward shipments may clear in 1–3 days, while complex cases can take weeks.

How ODM Group Supports Clients

Handling customs on your own can be stressful. ODM acts as your office in Asia, ensuring branded shipments pass smoothly through China’s strict regulations. Here’s how we support business owners:

For business owners, this means fewer risks, less stress, and smoother entry into one of the world’s most important markets.

More About Shipping Promotional Products

Understanding the differences between Less-than-container load (LCL) or Full-container load (FCL) and how they affect your product’s safety and cost can help you make a smarter shipping decision. Read here:

In this comprehensive guide, we will delve into the world of break-bulk shipping, offering insights into its benefits, process, and best practices. Likewise, this guide will also help you determine whether it is the best shipping option for your goods.

If you are interested in shipping goods out of the Southeast Asian country, let us show you what makes it the best choice in this blog!

If you are new in the business or are considering importing and don’t fully understand the concept of transshipping, this article is for you.

Sea Freight is a popular option for shipping promotional products from China, as it is more affordable and is recommended for products of higher quantity. However, we have realised that over the years, the shipping costs from China have increased tremendously.

 Final Thoughts

Declaring branded items in China is a complex process, but it doesn’t have to be overwhelming. With the right paperwork, careful preparation, and reliable partners, you can avoid delays, protect your brand, and ensure a smooth market entry.

At ODM, we go beyond simply advising on customs. We help you develop and produce the branded merchandise you need, then ensure it is shipped quickly, safely, and in full compliance with Chinese regulations. From the factory floor to the customs desk, our team acts as your office in China , handling the details so you can focus on your business.

Have a branded product in mind? Let’s make it happen. Our team will help you create it, and we’ll make sure it reaches you safely and on time. Contact us today and we'll be happy to assist you!

Browse ODM's Wide Range of Promotional Products

Frequently Asked Questions

We understand that shipping branded merchandise into China can raise several concerns. To help, we’ve addressed some of the most frequently asked questions by business owners about customs declarations and compliance.

Latest Blogs from ODM