Why Customs Delays Happen and What You Can Do About Them

Your shipment has arrived at port. The factory delivered on time, the freight forwarder confirmed the vessel arrived on schedule, and you told your customers the stock would be here by the end of the week. Then you get a message that your goods have been held for inspection or that there is a documentation issue, and suddenly the delivery is two weeks away instead of two days.

Customs clearance delays are one of the most frustrating parts of importing from China — but the reality is that the vast majority are preventable. They happen for specific reasons, and most of those reasons exist before the goods leave China.

Incomplete or Incorrect Import Documentation

Documentation errors are the single most common cause of customs clearance delays. The import documentation package for a standard commercial shipment from China includes a commercial invoice, packing list, bill of lading or airway bill, and depending on the product category, a certificate of origin, phytosanitary certificates, product safety certifications, and other supporting documents.

If any document contains errors — incorrect product descriptions, mismatched quantities between invoice and packing list, wrong tariff codes, missing signatures, or incorrect consignee details — customs will hold the shipment until the discrepancy is resolved. In New Zealand, the Trade Single Window processes import declarations electronically before goods arrive, meaning errors can be flagged before the vessel docks. Either way, documentation errors not caught before arrival will delay clearance.

The most common errors involve product descriptions too vague or mismatched to the goods, incorrect or missing HS tariff codes, invoice values misaligned with declared customs value, and missing certificates for the specific product category. Review all documents yourself before departure rather than waiting until arrival.

Biosecurity and Inspection Holds

MPI biosecurity inspection is one of the most common reasons for clearance delays, particularly for shipments containing wood products, natural fibres, bamboo, or other risk goods. Around 20% of NZ import consignments are physically inspected. If selected and the goods or packaging do not meet biosecurity requirements, they will be held at an Approved Transitional Facility for treatment. Treatment, storage, and handling costs are the importer's responsibility and can add weeks and significant cost. The best mitigation is ensuring all biosecurity documentation — phytosanitary certificates, heat treatment certificates, ISPM 15 packaging marks — is correct before departure.

Customs Valuation Queries

NZ Customs can query the declared customs value of imported goods if it appears unusually low relative to market prices, if there are related party transactions, or if previous shipments have been valued differently. A valuation query holds your shipment until you provide additional documentation — supplier invoices, proof of payment, sales contracts, pricing history. This process can take days or weeks. The best protection is declaring the true transaction value accurately from the start. Undervaluing imports to reduce duty is a serious offence with significant financial penalties and potential criminal liability.

Prohibited or Restricted Goods

Some goods are prohibited from import into NZ, and others require specific permits or approvals. Common restricted categories for NZ importers from China include electronics requiring radiocommunications compliance approval, CITES-protected materials, products containing chemicals requiring HSNO Act approval, and food products requiring MPI food safety clearance. Research applicable permits and restrictions before placing an order — discovering a restriction when your shipment is at the border is significantly more painful.

Incorrect Tariff Classification

Every imported product must be classified under the Harmonized System (HS). Incorrect classification — whether through error or intentional misclassification — can trigger a hold while the correct classification is determined. If uncertain about the correct tariff code for your product, your customs broker can advise. Getting classification right ensures you pay the correct duty rate and avoids the penalties that come with underclassification.

Your Customs Broker Is Your Most Important Compliance Partner

A good customs broker is the most cost-effective protection against clearance delays. An experienced broker reviews your import documentation for errors before lodgement, ensures tariff codes are correct, advises on permit requirements for your product category, and manages communication with customs and MPI when queries arise. For NZ importers sourcing regularly from China, a broker with specific China trade experience is valuable. Their fee is almost always less than the cost of a single clearance delay from a preventable documentation issue.

How Epic Sourcing Helps Prevent Clearance Delays

At Epic Sourcing, we prevent customs delays by ensuring Chinese suppliers produce accurate and complete export documentation, briefing suppliers on NZ biosecurity requirements in Mandarin before goods are manufactured and packed, reviewing shipment documentation before departure, and connecting NZ importers with freight forwarders and customs brokers who specialise in NZ import compliance. If you are importing from China and want to make sure your supply chain is set up to avoid clearance problems, get in touch with our team. Most delays are preventable with the right preparation.