Complete Customs Clearance Guide for Food Imports

Roles of Importers, Customs Brokers, and Customs Authorities, with a Practical Checklist

Introduction: For Those Unsure About Customs Clearance in Food Imports

If you are new to food imports, you may often wonder, “Who is responsible for what in customs clearance?”

Common concerns include:

Customs clearance being suspended due to labeling or ingredient declaration issues
Uncertainty about when and how to submit documents to Customs
Questions about how much responsibility is transferred when hiring a customs broker

These issues form the “customs clearance maze” that almost every beginner encounters.

This article clearly explains the respective roles of importers, customs brokers, and customs authorities in food imports. Using practical figures, checklists, and a step-by-step workflow image, we help you avoid confusion in real-world operations.

Role of the Importer and Key Practical Responsibilities

Legal Responsibilities of the Importer

Under Japanese regulations, the importer is legally defined as the food importer and bears full responsibility for ensuring that imported food products are safe and compliant.

Key responsibilities include:

Verifying ingredients and labeling in accordance with Japan’s Food Sanitation regulations
Preparing required documents such as health certificates, commercial invoices, and packing lists
Confirming that the products are not subject to import prohibitions or restrictions

Common Practical Mistakes and Risks

Case	Cause	Risk
No Japanese-language label	Insufficient pre-import verification	Customs rejection, products cannot be sold
Incomplete ingredient list	Importer failed to prepare documentation	Shipment held for inspection, additional testing costs
Missing health certificate	Delay in issuance by exporting country	Customs clearance delays, risk of disposal

Documents the Importer Must Prepare

Document	Description	Notes
Import Declaration	Submitted to Customs	Can be filed by a customs broker
Commercial Invoice & Packing List	Cargo description	Must be accurate and consistent
Certificate of Origin (COO)	Required depending on product	Format varies by country
Health Certificate	Mandatory for food imports	Issued in exporting country and submitted to authorities

Note: Documentation errors are the most common cause of customs clearance delays. Early preparation is critical.

Role and Advantages of Using a Customs Broker

Tasks Handled by Customs Brokers

A licensed customs broker (customs declarant) is a professional who conducts customs procedures on behalf of the importer.

In food imports, their main services include:

Preparation and submission of import declarations
Calculation and payment of customs duties and consumption tax
Reviewing documents and correcting deficiencies
Attending customs inspections and responding to inquiries

Customs Support in Numbers (Examples)

Item	Typical Range
Customs duty rate (processed foods average)	0–5%
Inspection period for frozen foods	3–5 days
Customs broker service fee	JPY 5,000–20,000 per shipment

Benefits and Points of Caution

Benefits

Reduces documentation errors and declaration mistakes
Smooth HS code classification and duty calculation
Minimizes workload during inspections

Caution

A customs broker acts only as an agent. Responsibility for food labeling accuracy and ingredient compliance remains with the importer.

Role of Customs Authorities and Food Import Inspection Points

Core Functions of Customs Authorities

Collection of customs duties and consumption tax
Verification of cargo type and quantity
Inspection of regulated goods such as food products
Conducting on-site inspections when required

Examples of Customs Checks for Food Imports

Food Category	Key Inspection Points	Notes
Fresh seafood	Health certificate, pesticide residue testing, temperature control	Mandatory inspection, results in 3–5 days
Frozen foods	Health certificate, packaging, storage conditions	Primarily random inspections
Processed snacks & canned foods	Ingredient labeling, import approval	Primarily random inspections

Customs Clearance Workflow and Coordination Overview

The standard workflow can be summarized as follows:

Importer: Prepares documents and product information
Customs Broker: Prepares declarations and submits to Customs
Customs Authority: Reviews documents and conducts inspections
After clearance: Cargo is released and collected

Tip: Ideally, all documents should be prepared before shipment (FOB or CIF stage), and the import declaration should be filed immediately upon arrival at the port.

Pre-Import and Pre-Customs Clearance Checklist

Before Import

Confirm Japanese-language labeling compliance
Prepare health certificates and certificates of origin (COO)
Verify ingredient lists and food additives

Before Customs Declaration

Review invoice and packing list details
Confirm HS code classification and duty rate
Share complete information with your customs broker

Before Inspection

Ensure proper temperature control (frozen or refrigerated goods)
Prepare copies of food inspection documents
Correct and report any discrepancies immediately

Summary

Importer: Responsible for food safety and document preparation
Customs Broker: Handles declarations and inspection coordination
Customs Authority: Collects duties and enforces regulatory compliance

By understanding the correct documents, figures, and workflow, you can prevent customs clearance issues and ensure smooth food import operations.

Reference Materials

Ministry of Finance / Japan Customs: Customs Clearance Procedures
Ministry of Health, Labour and Welfare: Food Import Notification System
Japan Customs Brokers Association: Scope of Customs Brokerage Services
Ministry of Agriculture, Forestry and Fisheries: Ensuring the Safety of Imported Foods