One of the most common reasons shipments are delayed or held by customs is because of unclear or incomplete product descriptions. Many shippers assume that providing an HS code is enough, but customs authorities do not treat HS codes as a substitute for a written description. The HS code helps classify the item, but the written description is what customs uses to understand what the product actually is.
Customs officers depend on this information for two major purposes.
1. Duty and Tax Assessment
The written description supports accurate classification so the correct duties and taxes can be applied. If the description is vague or incomplete, customs may stop the shipment while verifying details, which increases clearance time and the likelihood of inspection.
2. Risk Assessment
Customs also uses descriptions to determine risk level. Vague terms such as parts, accessories, or kit do not tell officers what the shipment contains. When they cannot determine the contents from the description, the shipment is more likely to be flagged for manual review. Clear, specific descriptions help reduce the chance of delay by removing uncertainty.
In short, the clearer your description, the faster and smoother your clearance.
Problematic Words to Avoid
Avoid using general or vague terms that do not identify the product:
Kit
Parts
Tool box
Accessories
Miscellaneous, samples, or merchandise
Best Practices for Strong Customs Descriptions
A good customs description should always include:
Plain Language
Use simple, everyday words. Avoid technical jargon or internal product names.
Material or Composition
Identify what the item is made of, such as cotton, plastic, steel, wood.
Intended Use or Function
Explain what the item is used for, such as household, industrial, automotive, medical.
Example:
Plastic container, 2L, for household food storage
vs.
Plastic container
Specific Product Details
Include distinguishing details like size, model, capacity, or type.
Condition
If the item is used or refurbished, always state this clearly.
Vague vs. Good Descriptions
| ❌ Vague Term | ✅ Better Example |
|---|---|
| Kit | Repair kit with patches, adhesive. |
| Parts | Brake rotor, 320 mm, cast iron. |
| Tool box | Steel box with metal hand tools. |
| Accessories | Phone case and glass screen cover. |
Examples of Good Descriptions
Men’s cotton T shirt, size L, short sleeve
Air compressor, 5 HP, cast iron casing
Plastic toy car, 15 cm, battery operated
LED display, 55 inch, aluminum frame
Medical centrifuge, 120 V, designed for laboratory use
Each courier has different character limits for product descriptions. ShipTime automatically guides you so your descriptions meet each carrier’s requirements.
| Courier | Description Character Limit |
|---|---|
| DHL, FedEx | 150 Characters |
| Purolator | 40 Characters |
| Canada Post | 40 Characters |
| UPS | 35 Characters |
Official References
Canada (CBSA)
United States (CBP)
For more information on HS Codes and our automated HS Code Lookup tool, please click here.
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