US customs holds and exams

Identify what is holding the shipment

A formal detention notice has its own regulatory requirements. Read the notice rather than applying a generic timeline found online. If it raises admissibility, seizure or appeal questions, involve the importer, the customs broker and qualified legal counsel as appropriate.

Reference: Detention notices in 19 CFR 151.16

For an intensive physical exam, CBP's current status guidance says the cargo may need to be transferred to a Centralized Examination Station (CES). The entry remains on hold until that hold is removed. Selection for an exam does not by itself prove a violation, and it does not create a guaranteed release timeline.

Reference: CBP Intensive Physical Exam status guidance

Build a response the recipient can follow

Illustrative response outline, not a completed customer case: if the question concerns the material of one item, identify that item, attach its relevant specification and state which invoice line it matches. Sending an entire catalog without identifying the item leaves the original question unanswered.

• Put the shipment and notice references at the top of your response.
• Address each requested item separately and identify the attachment that supports it.
• Use supplier records that relate to the actual model and transaction.
• Explain a genuine discrepancy and coordinate any correction with the entry preparer; do not quietly replace evidence to make the files look consistent.
• Keep a copy of what was sent, who received it and the submission date.

Track costs without accepting a vague total

An examination can involve cargo handling, transport to an exam location or storage costs. Ask for an itemized explanation, the party charging each amount and any dates or units used. CBP notes that making cargo available for examination can create costs for the importer.

Reference: CBP guidance for new importers

• Which cost has already been incurred and which is only an estimate.
• What period or handling event each charge covers.
• Which written service terms govern payment and who is the responsible payer.
• Whether the receiving appointment must change to avoid a missed delivery.

Separate response progress from a release promise

Documents sent, documents received and a release decision are three different updates. Record the latest confirmed step. A forwarder can coordinate communication, but cannot promise an agency decision or a guaranteed release date.

Once release is confirmed, check that the goods are available for collection and that the final warehouse can receive them. Keep a short record of the information that was missing so the next shipment starts with a better product file.

Check the steps after customs release