Complete Customs Clearance Guide for Food Imports

For Oversea Exporters to Japan
2026.01.16

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, β€œWho 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 β€œcustoms 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

CaseCauseRisk
No Japanese-language labelInsufficient pre-import verificationCustoms rejection, products cannot be sold
Incomplete ingredient listImporter failed to prepare documentationShipment held for inspection, additional testing costs
Missing health certificateDelay in issuance by exporting countryCustoms clearance delays, risk of disposal

Documents the Importer Must Prepare

DocumentDescriptionNotes
Import DeclarationSubmitted to CustomsCan be filed by a customs broker
Commercial Invoice & Packing ListCargo descriptionMust be accurate and consistent
Certificate of Origin (COO)Required depending on productFormat varies by country
Health CertificateMandatory for food importsIssued 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)

ItemTypical Range
Customs duty rate (processed foods average)0–5%
Inspection period for frozen foods3–5 days
Customs broker service feeJPY 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 CategoryKey Inspection PointsNotes
Fresh seafoodHealth certificate, pesticide residue testing, temperature controlMandatory inspection, results in 3–5 days
Frozen foodsHealth certificate, packaging, storage conditionsPrimarily random inspections
Processed snacks & canned foodsIngredient labeling, import approvalPrimarily random inspections

Related article:
β†’ Common Quarantine Issues in Food Imports and How to Handle Them (Checklist by Product Type)

Customs Clearance Workflow and Coordination Overview

The standard workflow can be summarized as follows:

  1. Importer: Prepares documents and product information
  2. Customs Broker: Prepares declarations and submits to Customs
  3. Customs Authority: Reviews documents and conducts inspections
  4. 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.

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