Do’s and Don’ts for a Successful Import Service

Learn the best practices to ensure a smooth and efficient import process.

Expanding into new international markets presents significant challenges due to varying regulations, documentation requirements, and tariffs in each country. This complexity has led to increased demand for specialized import services, particularly in technology-driven industries that face heightened scrutiny and regulatory oversight.

The Growing Trend Toward Custom Import Services

More businesses are turning to tailored import solutions. According to Estefanía Sisatzky, Executive Vice President of Operations and Customer Experience at Aerodoc, “We’re seeing a growing trend where customers are choosing import services exclusively, rather than opting for our full DDP offering with IOR services.”

This shift often focuses on the final stages of the import process—import services plus Importer of Record (IOR)—excluding freight from origin, transportation, and export services. However, this trend places greater responsibility on consumers, particularly in ensuring adequate physical inspections of goods at the point of origin. When customers choose import-only services, these critical inspections fall under their purview.

The Critical Role of Physical Inspections

Physical inspections play a vital role in ensuring compliance with contractual obligations. Key steps during the inspection include:

• Ensuring documentation aligns with the product specifications.
• Verifying product images, proper packaging, labeling, and required safety measures.

Thorough inspections at origin help avoid unexpected issues upon arrival, mitigate delays, and minimize complications during later stages of the shipment process.

A Guide to a Successful Import Process

The World Trade Organization (WTO) forecasts a 2.6% growth in global merchandise trade in 2024, increasing to 3.3% in 2025. However, this growth comes with challenges. According to the International Chamber of Commerce (ICC), errors in customs documentation, technical issues, or regulatory missteps are leading causes of shipment delays or rejections.

Whether managing import procedures in-house or partnering with a specialized logistics provider like Aerodoc—an Importer of Record (IOR) in countries where consumers lack a legal entity—understanding the destination country’s regulations and standards is essential for seamless customs clearance.

Key Steps for Import Success

Research Local Regulations

Familiarize yourself with the customs laws, certifications, quality standards, tariffs, and import restrictions of the destination country.

Prepare Documentation

Ensure all necessary paperwork—commercial invoices, packing lists, certificates of origin, and licenses—is accurate and complete.

Inspect the Product

Conduct a physical inspection to confirm product compliance with contractual and regulatory requirements.

While physical inspections are the customer’s responsibility when choosing import-only services, Aerodoc offers inspection services at its export hub in Miami. The systematic inspection process ensures compliance with all requirements for successful customs clearance at the destination. The six steps include:

1. Reception: Clients notify Aerodoc of incoming shipments to the warehouse.
2. Incoming Validation: Physical verification of items against invoices or packing lists, with information logged into the system.
3. Physical Inspection Inventory: A detailed inventory ensures each item matches the carrier’s declaration, with any discrepancies reported.
4. Digital Imaging: Items are photographed for incident reporting or compliance with destination country requirements.
5. Findings Report: Recommendations are provided for resolving issues in cargo or documentation.
6. International Repackaging: Items are relabeled and prepared with the necessary documentation for smooth customs clearance.

This robust system prevents customs disputes and identifies supplier errors, such as shortages or damaged goods.

The High Cost of Oversights

Import errors often stem from insufficient preparation or inadequate inspections at origin. Once shipments are en route, resolving issues such as shortages or non-compliance becomes significantly more difficult. Customs holds lead to bureaucratic delays and additional costs, underscoring the importance of proactive measures.

Why Choose Aerodoc’s Import Services?

Successful import management requires an experienced partner with expertise in navigating country-specific regulations. Partnering with Aerodoc helps businesses streamline operations, reduce operational costs, and eliminate errors in customs procedures.

If you’re looking to optimize your import operations and ensure a hassle-free customs clearance process, Aerodoc is here to help. Our tailored solutions are designed to meet your business’s needs.

Contact us to learn more about how we can support your global logistics strategy.

Q&A

• Why Is Conducting a Physical Inspection at Origin Essential When Using Import Services? A physical inspection ensures that the goods shipped meet the agreed conditions and comply with the destination country’s standards. This includes verifying that the documentation matches the product, ensuring proper packaging, and adhering to required regulations. Without this inspection, issues like discrepancies, damage, or shortages are more likely to arise, leading to delays and additional costs.
• What Are the Most Common Errors in the Import Process, and How Can They Be Avoided? The most frequent errors include issues with customs documentation, inadequate packaging, and insufficient preparation for destination country regulations. These problems can result in delays or even the rejection of shipments at customs. Avoiding these pitfalls requires thorough preparation, accurate documentation, and compliance with all regulatory requirements.
• What Are the Benefits of Partnering with a Specialized Logistics Provider Like Aerodoc? Aerodoc supports businesses by reducing operational costs, minimizing errors in customs management, and ensuring a smooth logistics process. Additionally, Aerodoc acts as an Importer of Record (IOR) in countries where consumers lack a legal entity, facilitating the entry of products into new markets.
• What Should Be Considered When Preparing Cargo for International Shipping? Key considerations include ensuring that goods are properly packaged and labeled, and that all documentation is accurate and complete. It is also essential to understand the regulations and restrictions of the destination country, select the appropriate mode of transport, and secure relevant insurance.