Request Customs Declaration Service data on imports and exports
Find out how to request and buy Customs Declaration Service data from HMRC if you're a company that imports or exports goods.
When a customs audit takes place, HMRC holds records of actual data entered and raises demand on duties for imports not recorded in the trader’s records but actually declared to customs. This can happen when an agent fails to make a correct declaration.
It’s your responsibility to correctly declare goods and only negligible liability is placed on your agent. If you’re a larger trader with multi-site operations, you might find it difficult to keep records of imports or exports due to the number of different locations and agents.
Customs Declaration Service data helps simplify and improve the accuracy of your records. For example, by giving accurate figures for the total amount of duty paid against value of goods entered.
What information is in a report
There are 3 import reports available, covering:
- import item
- import header
- import tax lines
There is one export item report available.
These reports should meet the needs of most HMRC customers.
The reports are sent to a named responsible person in your business.
Not all data items on the Customs Declaration Service can be purchased in the reports. There is information on the system which cannot be released because it could compromise HMRC control activities.
Descriptions of the data available can be found in .
Examples of the data
You can use the following examples of import and export data (given in the entry item format) to help you decide if a Customs Declaration Service data subscription will benefit you.
This is not real data. It should only be used for the purposes of these examples.
Minimum sign up for monthly and one-off reports
You can request both ongoing and one-off reports.
If you request ongoing reports, you must sign up to receive them for a minimum of 12 months. For example, if you sign up in January 2022, you will receive ongoing reports from January 2022 to December 2022. Backdated requests cannot be accepted.
After 12 months, you’ll be sent a renewal email notification and invoice for you to sign up for another 12 months. If you do not want to renew, email: uktradeinfo@hmrc.gov.uk.
You can request one-off retrospective reports, the earliest period that can be provided is from January 2022 onwards.
How to request a report
If you’re a trader
Send the completed and a covering letter to UKTradeInfo Customs Trader Report Team at email: uktradeinfo@hmrc.gov.uk.
If you have signed up for Management Support System data reports, then as part of that MSS data subscription you will receive Customs Declaration Service data reports. If you have, any questions email: uktradeinfo@hmrc.gov.uk.
If you’re a third party
Complete the and send it to the Customs Trader Report Team at email: uktradeinfo@hmrc.gov.uk.
You must include a:
- covering letter
- signed letter from the company who owns the EORI numbers
If you have signed up for Management Support System data reports, then as part of that MSS data subscription you can request Customs Declaration Service data reports for free. To request Customs Declaration Service data reports, email: uktradeinfo@hmrc.gov.uk.
Checklist
You should use this to make sure your application is correct and includes all the information needed.
Covering letter
You must include a covering letter which:
- is on company headed letter
- is signed by the authorised person
- has the dates or month the applicant requires historic or ongoing data to cover or begin
- uses the standard wording in section 5, Schedule D — example of a covering letter, of the agreement including the information in the square brackets and relevant wording in the curly brackets
How the data is sent to you
Reports are sent by email to the nominated person, normally as an Excel spreadsheet. If the Excel spreadsheet is too large then they will be compressed as a zip file, so you need to make sure you can receive compressed zip files by email.
If you agree to receive the reports by email, HMRC will not be responsible for the security of the information once it has been sent to you.
Charges
- A single report will be provided for the agreed duration of the agreement, at a cost of £240 plus VAT per year.
- Any additional reports will be provided at an additional cost of £240 plus VAT per year.
- A purchaser who requires all 3 import reports will have to pay £720 plus VAT per year.
- A purchaser who requires all 4 reports will have to pay £960 plus VAT per year.
- Data will be provided each month from the point of acceptance to the scheme.
- Should the purchaser require a report for historical data before the date of sign up, then this report will be charged at a rate of £240 plus VAT per year. The earliest period that can be provided is from January 2022 onwards.
- Where reports are requested for a period covering less than 12 months charges will be applied at a pro-rata monthly rate of £20 plus VAT.
Further information
For more information on these data reports, email: uktradeinfo@hmrc.gov.uk.
Last updated 28 June 2023 + show all updates
-
The examples of import data have been updated. Information and examples of export reports have also been added.
-
The Customs Declaration Service trader import reports have been updated under section What information is in a report. In your covering letter you'll need to use the standard wording in section 5, schedule D of the agreement.
-
The earliest period that HMRC can provide a report for historical data before the date of sign up has been changed from June 2022 to January 2022.
-
The Sample Customs Declaration Service import item report, import header report and import tax line report have been updated. The charge for sending 3 reports by email has also been updated.
-
First published.