What is an Import Customs Inspection? A 5-Step Guide for Buyers (2025)

Your container of goods has finally arrived at the port after a long journey shipping from China. You’re ready to receive your products, but then you get an email from your freight forwarder with the words every importer dreads: “Your shipment has been flagged for a customs hold.”

What does this mean? What happens next? Are you in trouble?

As a sourcing agency that manages the customs clearance process for clients daily, we understand the anxiety this can cause. An import customs inspection is a normal, if inconvenient, part of international trade.

This guide will demystify the process. We’ll explain what a customs exam is, why it happens, the different types, and most importantly, what you can do to minimize the risk of costly delays.

What is an Import Customs Inspection? (And What It's Not)

An import customs inspection is a process where a country’s customs authority {like the U.S. Customs and Border Protection (C.B.P.) }physically or electronically examines an incoming shipment.

The goal is straightforward: to ensure that the goods being imported match the paperwork and comply with all the country’s laws.

Crucial Distinction: This is NOT the same as a quality inspection. A quality inspection (which you should have already done in China) checks for product quality against your standards. A customs inspection checks for legal compliance against the government’s standards.

Why Was My Shipment Flagged for a Customs Exam?

Being flagged for what triggers a customs inspection doesn’t automatically mean you’ve done something wrong. The most common reasons include:

Random Inspection: This is the most common reason. Customs computer systems flag a certain percentage of all shipments for random checks.
Importer’s History: If you are a first-time importer, you have a much higher chance of being inspected. Customs wants to establish a record for you.
Product Type: Certain product categories are considered high-risk and are inspected more frequently (e.g., food-contact items, children’s toys, electronics, and textiles).
Documentation Errors: This is a major, avoidable trigger. If the description on your Commercial Invoice doesn’t match the Packing List, or if the HS code appears to be incorrect for the product, it’s a significant red flag.
Incorrect Valuation: If your goods are declared at a value that seems “too good to be true” (undervalued), customs will likely inspect them to verify the actual cost and assess proper duties.
Origin or Supplier: Shipments from certain countries or suppliers with a history of non-compliance are flagged more often.

The 5-Step Customs Inspection Process: What to Expect

When your shipment is put on a customs hold, a predictable 5-step process begins.

Step 1: The “Hold” is Placed

The carrier or the port terminal notifies your freight forwarder that your container cannot be released. All movement stops.

Step 2: The Type of Exam is Determined

Customs decides how they want to inspect the goods. There are three main types:

Exam Type	What It Is	How Long It Takes	Cost to Importer
VACIS / X-Ray Exam	The entire container is put through a giant X-ray machine to check if the contents generally match the manifest.	1-2 days	Low ($100 – $300)
Tailgate / Partial Exam	Customs officers break the container seal and physically inspect the cargo immediately accessible at the back of the container.	2-3 days	Medium ($300 – $700)
Intensive Exam	The entire container is moved to a Centralized Examination Station (CES). Your cargo is fully unloaded, opened, and inspected.	5-10+ days	High ($1,000 – $2,500+)

Step 3: The Exam is Performed

Your freight forwarder coordinates the movement of your container to the examination area or CES. You cannot expedite this process; it is entirely at the discretion of Customs.

Step 4: Exam Fees are Billed

This is a critical point: You, the importer, are responsible for 100% of all costs associated with the inspection. These customs exam fees cover the transport to the CES, labor for unloading/reloading, and administrative charges.

Step 5: The “Release” or “Detention”

Release: If everything matches the paperwork, Customs issues a “Release” notice, and your shipment can proceed with final delivery.
Detention/Seizure: If they find problems (e.g., counterfeit goods, safety violations, incorrect labeling), your goods can be detained for further investigation or seized permanently.

A Sourcing Agent's Perspective: How to Avoid Customs Inspection Delays

While you can’t prevent random checks, you can take several steps to avoid triggered inspections. Our Product Sourcing service builds these compliance steps into the process. Here are our top tips on how to avoid customs inspection delays:

Accurate Paperwork is Everything. This is the #1 rule. The Commercial Invoice, Packing List, and Bill of Lading must match perfectly. The quantity, weight, product description, and HS code should be consistent across all documents.
Use Correct HS Codes. Ensure your supplier uses the correct Harmonized System (HS) code for your product. This code determines your duty rate, and using the wrong one is a major red flag. We often verify this as part of our Product Specification Sheet development.
Ensure Correct Country of Origin Marking. Your products must be correctly labeled (e.g., “Made in China”). An incorrect label, such as Made in PRC, is not compliant for U.S. imports and will cause your shipment to be held for re-labeling at your expense.
Do Not Undervalue Your Goods. It may be tempting to “save” on duties by declaring a lower value, but this is illegal and the fastest way to get flagged for an intensive exam and fines.
Use a Professional Customs Broker. A good freight forwarder will have a professional, licensed customs broker who reviews your paperwork before submission to catch potential errors. This is an invaluable service.

Frequently Asked Questions (FAQ) about Customs Inspection

Q1: Who pays for the customs inspection fees?

The importer of record (that’s you) is responsible for all costs associated with the inspection, even if the inspection finds no problems. These fees are paid to the CES facility and trucking companies, not to Customs itself.

Q2: How long does a customs inspection take?

It can range from 1 to 2 days for a simple X-ray to over 10 days for a complex, intensive exam, especially during peak season or if problems are identified.

Q3: Can I stop my shipment from being inspected?

No. Customs inspections are a legal and sovereign right of every country. You cannot stop, rush, or influence the process.

Q4: What’s the difference between a customs hold, detention, and seizure?

Hold: A temporary stop for examination. This is the most common.
Detention: A more extended hold is placed when Customs suspects a violation (e.g., trademark infringement, safety issues) and needs more time or documentation to investigate.
Seizure: Customs takes permanent possession of the goods, usually due to them being illegal (e.g., counterfeit, narcotics, contraband).

Conclusion: A Manageable Part of Importing

An import customs inspection can be stressful and costly, but it is a regular part of importing from China. You cannot eliminate the risk of a random inspection, but you can significantly reduce your chances of being triggered for one.

By focusing on perfect documentation, accurate valuation, and compliant labeling, you make your shipment as “clean” as possible, allowing it to pass through the customs clearance process smoothly.

Need help ensuring your shipments are compliant from the start?

Please contact us for one-stop procurement agency and freight forwarding services.