International Shipping to the United States: What You Need to Know
The US is the world's largest sales market, but has strict regulations and complex customs procedures. We ship there daily – this is our experience.
The United States represents an enormous opportunity for European companies: a market of 330 million consumers with high purchasing power. But American customs and regulations are strict, and those who don't know the rules risk delays, fines, or even seizure of goods. At Service Bureau Jansen, we ship to the US daily – from small business packages to large commercial shipments.
The main challenge? Regulations vary by product category AND by state. Food requires FDA approval. Cosmetics have different requirements than electronics. Some states have additional taxes or restrictions. And then there's US Customs (CBP - Customs and Border Protection) which can intervene with every shipment. This article explains what to watch out for, and how we ensure your shipments go smoothly.
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Why Shipping to the US Is Different
Compared to shipping within Europe, the US has some unique challenges:
⚠ Typical Obstacles with US Shipments
- Federal AND state regulations: Products must comply with federal requirements (FDA, FCC, CPSC), but each state also has its own rules. Cosmetics allowed in New York may be banned in California.
- Low threshold: The US has an exemption of $800 per person per day. Above this value, you pay import duties. Stricter rules apply to commercial shipments.
- FDA registration required: Food, supplements, cosmetics, and medical devices require FDA registration before entering the US. This process can take weeks.
- Complex import duties: Rates vary by product category (0% to 37.5%). Wrong HS code = wrong rate = problems at customs.
- Strict inspections: US Customs (CBP) randomly inspects shipments. If documentation is incorrect or products don't meet requirements, the shipment is held.
- Long distances: The US is a huge country. Delivery to New York is different than to Los Angeles or rural Montana. Delivery times vary greatly by destination.
The good news? The American market is very predictable if you know and follow the rules. Customs is strict but fair – those who document correctly and meet requirements rarely have problems.
Product Categories: What's Allowed and What's Not?
The US classifies products into different categories, each with its own regulations:
| Product Category | Main Agency | Requirements | Transit Time |
|---|---|---|---|
| Food Products | FDA (Food and Drug Administration) | FDA registration required, Prior Notice 2-8 hours before arrival, ingredient list in English, nutritional information | 5-10 days (if FDA registered) |
| Supplements & Vitamins | FDA | FDA registration, no health claims without approval, GMP compliance | 5-10 days |
| Cosmetics | FDA | Ingredient list per FDA requirements, no prohibited substances (e.g., certain parabens), labeling in English | 3-7 days |
| Medical Devices | FDA | FDA registration and classification (Class I/II/III), possible premarket approval needed | Variable (weeks to months for approval) |
| Electronics | FCC (Federal Communications Commission) | FCC certification for devices with RF transmission, energy label per DoE standards | 3-7 days |
| Toys & Children's Products | CPSC (Consumer Product Safety Commission) | CPSIA compliance, lead-free, phthalate-free, warning labels, tracking label | 3-7 days |
| Textiles & Clothing | FTC (Federal Trade Commission) | Care labels in English, country-of-origin marking, fiber composition label | 3-7 days |
| Alcoholic Beverages | TTB (Alcohol and Tobacco Tax Bureau) | TTB permit, state-specific licenses, age verification upon delivery | Variable (often state-dependent) |
| Plant Material & Wood | APHIS (Animal and Plant Health Inspection) | Phytosanitary certificate, treatment per ISPM-15 for wooden pallets | 5-10 days (extra inspection) |
Important: This overview is not complete – there are dozens of specialized categories (chemicals, pharmaceuticals, weapons, etc.) with their own regulations. In doubt? Share product information with us and we'll verify whether your product can be imported without problems.
FDA Registration: The Major Hurdle for Food & Cosmetics
For many European companies, FDA registration is the biggest obstacle to US export. Here's what you need to know:
What Is FDA Registration?
The FDA (Food and Drug Administration) is the American food and drug watchdog. Every company exporting food, supplements, cosmetics, or medical devices to the US must register with the FDA. This applies to even a single shipment.
The process:
- Online registration via FDA portal (can be done by company itself or via agent)
- Unique FDA registration number per company and per production facility
- Prior Notice (advance notification) 2-8 hours before arrival in US
- Documentation: ingredient list, production process, GMP certificates if applicable
Timeline: Initial registration can take 2-6 weeks. Renewal is faster (required annually).
Costs: Registration itself is free, but many companies use an FDA agent who guides the process (€500-2000 depending on complexity).
Prior Notice: Mandatory Advance Notification
For food and certain other products, you must inform the FDA before the shipment arrives in the US. This is called "Prior Notice" and must be filed 2-8 hours in advance (depending on transport method).
What must be included:
- Manufacturer's FDA registration number
- Complete product description and ingredients
- Quantity and packaging
- Expected arrival time and location
- Recipient name and address
Important note: Without correct Prior Notice, your shipment will be refused upon arrival. This is a common mistake that we prevent by handling the process for you.
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Import Duties & Taxes: What Do You Pay?
The US has different types of charges on imports:
Threshold: $800
Shipments up to $800 per person per day are exempt from import duties (de minimis). Note: this applies only to private shipments. Commercial shipments and regular shipping to the same address don't qualify.
Import Duties (Customs Duty)
Percentage varies greatly by product category: from 0% (some books) to 37.5% (certain shoes). Textiles and clothing often have higher rates (10-20%). Correct HS code is essential.
Merchandising Processing Fee (MPF)
Fixed processing cost by CBP: 0.3464% of value, minimum $27.75 and maximum $538.40 per shipment. Always calculated, regardless of product category.
Harbor Maintenance Fee (HMF)
0.125% of freight value for shipments via sea freight. Air freight is exempt. Small amount but must be factored in.
State Taxes (Sales Tax)
Many states levy sales tax upon delivery. Percentage varies by state (0% in Oregon, Delaware to 10%+ in California). Often not applicable for business shipping, but for end consumers it is.
Section 301 Tariffs
Additional tariffs on certain Chinese products (25% on top of normal import duties). Watch for this if you're shipping products of Chinese origin to the US – country-of-origin is crucial.
Example calculation: A textile shipment worth €5,000 to New York:
• Textile import duties: 16.5% = €825
• MPF: 0.3464% = €17.32
• Total import costs: approximately €842
We calculate these costs upfront so you know what to expect.
State-Specific Regulations: California, New York & Texas
Beyond federal regulations, individual states have their own laws. The three most important to know:
🌴 California (CA)
Proposition 65: Requires warning labels for products containing chemicals that can cause cancer or reproductive harm. List includes 900+ substances. Required for all products sold in CA.
CARB compliance: Stricter emission standards for certain products (engines, paint products).
Cosmetics: Ban on certain ingredients that are federally allowed (e.g., certain formaldehyde-releasing agents).
🗽 New York (NY)
Strict safety requirements: Additional testing required for children's products and toys. Often stricter than federal CPSC requirements.
High sales tax: 8-9% in NYC and surrounding area. Must be factored in for end consumer deliveries.
Fast customs: JFK and Newark have efficient customs procedures – often first choice for urgent shipments.
🤠 Texas (TX)
Business-friendly: Relatively few additional state regulations, focus on federal compliance.
No state income tax: Attractive for companies considering local distribution.
Large distances: Texas is bigger than France – delivery times within the state can vary greatly.
How Service Bureau Jansen Handles US Shipping
Daily shipping to the US has taught us where things go wrong and how to prevent it. Here's how we work:
✓ Pre-Shipment Compliance Check
Before we ship, we check if your product complies with all relevant regulations: FDA registration present? FCC certification required? Correct labeling? HS code verified? This prevents 90% of customs problems.
✓ FDA Agent Services
For companies without FDA registration, we can guide this process through our partner network. From initial registration to annual renewal and Prior Notice for each shipment.
✓ Customs Broker Network
We work with experienced customs brokers in all major ports (New York, Los Angeles, Miami, Chicago). They handle customs clearance, pay import duties on your behalf, and resolve any issues quickly.
✓ DDP vs DDU Choice
You can choose: DDP (Delivered Duty Paid - we arrange and pay all import duties) or DDU (Delivered Duty Unpaid - recipient pays upon delivery). We advise which option best fits your business model.
✓ US-Based Fulfillment Option
For companies regularly shipping to the US, we offer fulfillment through partners in the US. Products are imported once, stored locally, and quickly distributed. Ideal for e-commerce and regular business shipping.
✓ Multi-Carrier Choice
We work with FedEx, UPS, DHL, and USPS. Depending on urgency, weight, and destination, we choose the best carrier. Urgent shipments via express, bulk shipping via economy.
Customs Brokers: Necessary or Not?
One of the most asked questions: must I engage a customs broker? The short answer: not legally required, but strongly recommended in practice.
What Is A Customs Broker?
A customs broker is a professional licensed by U.S. Customs and Border Protection (CBP) who helps importers clear goods. They have expertise in import procedures, classification, valuations, and import duties. There are approximately 14,500 active customs brokers in the US.
What does a customs broker do?
- Filing all required customs documentation with CBP
- Correct classification of goods (HTS codes)
- Calculation and payment of import duties, taxes, and fees
- Verification that products comply with federal regulations
- Resolving problems when shipments are held
- Advising on customs bonds, ISF filing, and compliance
When Do You Really Need A Broker?
Strongly recommended for:
- Commercial shipments over $2,500: At this value, a customs bond is often required, and complexity increases significantly.
- Regulated products: Food, cosmetics, medical devices, electronics – anything with FDA/FCC/CPSC requirements.
- Regular imports: If you import monthly or more frequently, a broker saves you enormous time and prevents errors.
- Complex shipments: Multiple product categories, different HTS codes, or products from multiple countries.
- No internal expertise: If you don't know exactly how customs clearance works, a broker is an investment that pays for itself.
Possibly do yourself for:
- Small private shipments under $800 (de minimis)
- Occasional business shipments with simple products
- Companies with dedicated in-house customs compliance team
Broker costs: Typically €50-200 per shipment, depending on complexity. For continuous import, a monthly retainer may be more cost-effective (€300-1000/month).
Common Problems & Solutions
These are typical problems companies encounter when exporting to the US – and how to solve them:
❌ Problem 1: Shipment Held Due to Missing FDA Registration
Situation: Company sends natural skincare products to American distributor. Upon arrival at New York JFK, shipment is held – FDA registration missing. Product cannot enter US.
Consequences: Shipment remains 3-4 weeks in customs warehouse. Storage costs accumulate ($50-100/day). Eventually two options: return product (at sender's expense) or destroy.
Solution:
- Preventive: At least 4-6 weeks before first shipment, arrange FDA registration via FDA agent. Costs: €500-1500 first time, €200-400 annual renewal.
- If it goes wrong: FDA agent can file emergency request, but this still takes 2-3 weeks. Better: prepare next shipment with correct registration, return current shipment.
- SBJ approach: We always check at intake whether FDA registration is needed. If so, we guide the process through our partners before anything is shipped.
❌ Problem 2: Wrong HTS Code = Wrong Import Duties
Situation: Company ships sports shoes to US. HTS code on invoice is incorrectly classified as "general shoes" (rate 8%) while they're "athletic shoes" (rate 20%). CBP checks shipment and discovers error.
Consequences: Retroactive payment of missing import duties + fine (often 10-20% of missing amount) + administrative costs. For shipment of $50,000 this can mean: extra $6,000 import duties + $600-1200 fine = $6,600-7,200 unexpected costs.
Solution:
- Preventive: Have HTS codes verified by customs broker or specialist before shipping. Invest in correct classification (costs €100-300 per product category) – this saves thousands.
- If it goes wrong: Pay the retroactive payment and fine immediately. Protesting is possible, but rarely succeeds. Learn from mistake and use correct HTS code going forward.
- SBJ approach: Our customs brokers check HTS codes upfront and compare with CBP database. When in doubt, we request binding ruling from CBP (official confirmation of correct code).
❌ Problem 3: Prior Notice Filed Too Late (Food Products)
Situation: Dutch stroopwafel producer ships to American retailer. Air freight arrives at LAX Airport. Prior Notice is only filed when shipment has already landed – this must be at least 4 hours in advance for air freight.
Consequences: CBP refuses shipment until correct Prior Notice is filed. Additional delay 24-48 hours minimum. Possible inspection costs ($200-500). Product may spoil if not refrigerated.
Solution:
- Preventive: File Prior Notice as soon as flight is confirmed, at least 8 hours before arrival (safety margin). Customs broker can arrange this automatically.
- If it goes wrong: File correct Prior Notice as quickly as possible. Recipient or broker must communicate with CBP to request expedited processing. Possibly pay premium storage fees for refrigerated storage.
- SBJ approach: For all food shipments, we automatically file Prior Notice as soon as we have transport details. We monitor flights/vessels and adjust timing if delays occur.
❌ Problem 4: Customs Bond Missing for Commercial Import
Situation: Company tries to import shipment of €5,000 for first time under own name. No customs bond secured. Carrier (FedEx/UPS) refuses to clear shipment without bond.
Consequences: Shipment stuck in customs warehouse. Every hour of delay costs money (storage fees). Bond must first be secured before clearance can start – this takes 1-3 business days.
What is a customs bond? A guarantee for CBP that all import duties, taxes, and fees will be paid. Required for commercial shipments over $2,500 or regulated products.
Solution:
- Preventive: Secure customs bond before first shipment. Two types:
- Single Entry Bond: For one-time import. Cost: approximately $100-200.
- Continuous Bond: For regular import (valid for year). Cost: $400-700/year. More cost-effective from 3+ imports per year.
- If it goes wrong: Emergency bond via customs broker (possible within 24 hours, but more expensive: $200-400). Then quickly complete clearance.
- SBJ approach: We arrange customs bonds through our broker partners before first shipment occurs. For new clients with regular US shipping, we always recommend a continuous bond.
❌ Problem 5: Prop 65 Warning Missing for California
Situation: Company sells electronic gadgets to California retailers. Product contains traces of lead (within federal limits, so allowed). But California Prop 65 requires warning label for products with lead – this is missing.
Consequences: Retailer refuses to accept products. Possible legal action by consumer groups (Prop 65 allows private lawsuits). Fines can run up to $2,500 per day per violation. Product must be recalled or re-labeled in US (expensive).
Solution:
- Preventive: If selling to California, check if product contains Prop 65 substances (list of 900+ chemicals on CA Office of Environmental Health Hazard Assessment website). If so, add warning label: "WARNING: This product contains chemicals known to the State of California to cause cancer and birth defects or other reproductive harm."
- If it goes wrong: Stop further sales in CA. Organize re-labeling in US (approximately $2-5 per piece) or return and fix in Netherlands before re-shipping.
- SBJ approach: At product intake, we always ask destination. If California is included, we check if Prop 65 applies and advise on labeling before shipping.
❌ Problem 6: ISF (10+2) Not Timely Filed for Sea Freight
Situation: Container with goods en route via sea freight to Los Angeles. Importer Security Filing (ISF/10+2) is forgotten or filed too late. ISF must be filed at minimum 24 hours before loading, and complete 48 hours before vessel departure.
Consequences: CBP fine: $5,000 per violation. For serious or repeated violations: $10,000. Container may be held and undergo additional inspections (delay 1-2 weeks, extra costs $500-2000).
Solution:
- Preventive: Customs broker or freight forwarder must file ISF as soon as container is booked. ISF contains 10 data points (including seller, buyer, manufacturer, container details, destination). Ensure all info is available before container loads.
- If it goes wrong: File late ISF as quickly as possible and contact CBP proactively with explanation. Sometimes fine can be reduced for first violation with good reason. But usually: pay and learn.
- SBJ approach: For all sea freight, our partners automatically file ISF as soon as booking is confirmed. We monitor deadlines and warn client if essential information is still missing.
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Common Mistakes & How to Avoid Them
🚫 Top 7 Mistakes in US Export
1. No FDA registration for food/cosmetics
Most common mistake. Shipments are refused upon arrival. Arrange this at least 4 weeks before first shipment.
2. Prior Notice filed too late or not at all
Required 2-8 hours before arrival for food. Forget it and your shipment stays put – sometimes for weeks.
3. Wrong HS code = wrong import duties
CBP checks this strictly. Wrong code can lead to retroactive payment + fines. Have this verified by expert.
4. English labeling missing or incomplete
All labels must be in English. For food: ingredients + nutritional value. For textiles: composition + care instructions. For electronics: safety warnings.
5. Value declared too low
American customs isn't fooled. Suspiciously low values lead to extra inspections, delays, and possible fines. State realistic commercial value.
6. California Prop 65 forgotten
If selling in California and product contains Prop 65 substances, warning label must be on it. Forgetting this can lead to consumer lawsuits.
7. No customs broker engaged for commercial shipments
For shipments >$800 or regular commercial shipping, a customs broker is actually indispensable. They know the rules and resolve problems quickly.
DDP vs DDU: Who Pays Import Duties?
An important choice for every US shipment:
| Aspect | DDP (Delivered Duty Paid) | DDU (Delivered Duty Unpaid) |
|---|---|---|
| Who pays import duties? | Sender (you) | Recipient |
| Cost predictability | High - you know exactly what it costs | Low - recipient gets bill upon delivery |
| Customer satisfaction | High - no surprises for customer | Low - customer must pay unexpectedly |
| Best for | E-commerce, business gifts, marketing | Business shipping where recipient expects import |
| Costs for you | Higher upfront (but predictable) | Lower upfront (but recipient pays) |
| Customs handling | Sender arranges everything | Recipient may need to take action themselves |
Our recommendation: For e-commerce and consumer shipping, always choose DDP. Customers appreciate that there are no extra costs upon delivery. For business shipping to companies, DDU can be acceptable if recipient expects this and agrees.
Delivery Times & Shipping Options
The US is large – delivery times vary greatly by destination and urgency:
Express (1-3 days)
Carriers: FedEx International Priority, UPS Worldwide Express, DHL Express
Cost: €60-150 per package (depending on weight)
Best for: Urgent shipments, samples, documents
Tracking: Real-time, very reliable
Standard (5-8 days)
Carriers: FedEx International Economy, UPS Standard, DHL Economy
Cost: €35-80 per package
Best for: Regular business packages
Tracking: Available, usually reliable
Economy (10-20 days)
Carriers: PostNL/USPS, Parcel Force
Cost: €15-40 per package
Best for: Non-urgent small packages
Tracking: Limited, less reliable
Sea Freight (6-12 weeks)
Cost: €2-5 per kg (minimum 100+ kg)
Best for: Large bulk shipments, non-urgent
Tracking: Container-level, no package tracking
Note: Customs clearance takes longer, customs broker essential
Want to Export to the United States?
Let's discuss your specific situation. We'll check if your products comply with US regulations, calculate costs transparently, and handle all logistics and customs.
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Frequently Asked Questions About Shipping to the US
Initial FDA registration typically takes 2-6 weeks. Registration itself is free, but most companies engage an FDA agent who guides the process. Costs for this range between €500-2000 depending on complexity of your products and number of facilities. Annual renewal is faster (1-2 weeks) and cheaper (€200-500). We can help you with this through our partner network.
The US has an exemption of $800 per person per day (de minimis). Shipments below this value are exempt from import duties. Note: this applies only to private shipments or occasional gifts. Commercial shipments and regular shipping to the same address don't qualify and always pay import duties + MPF. For business shipping, we always recommend factoring in import duties.
Yes, but you must always state a value (production costs or replacement value). Clearly mark "Sample - Not for Resale" or "Trade Sample". For food and cosmetics, FDA registration is also required for samples. State realistic value – values that are too low arouse suspicion at customs. For trade show samples, there are sometimes special carnets (ATA Carnet) that allow temporary import without import duties.
CBP (Customs and Border Protection) can inspect and hold any shipment. Reasons: missing documentation, incorrect labeling, product doesn't meet regulations, suspicious value declaration, or random inspection. If this happens, our customs broker contacts CBP, we determine the problem, and provide correct documentation. In most cases, this can be resolved within 2-5 days. In serious cases (prohibited product, suspicion of fraud), the shipment may be destroyed or returned.
For small private shipments under $800, this isn't necessary – carriers handle customs clearance. For commercial shipments over $800 or regular business shipping, a customs broker is strongly recommended. They know the regulations, calculate correct import duties, handle all documentation, and resolve problems quickly. Costs are typically €50-150 per shipment depending on complexity. We work with reliable brokers in all major ports and can arrange this for you.
Yes, this is possible and many companies do this. Important points: Amazon FBA requires specific labeling (FNSKU labels), packaging must meet Amazon requirements, and all customs documentation must be perfect (Amazon doesn't accept shipments with customs problems). We can arrange this process for you: correct documentation, DDP shipping so Amazon doesn't have to pay import duties, and tracking to FBA warehouse. For first shipment, we recommend a test order to verify the process.
From approximately 50-100 shipments per month to the US, localized fulfillment becomes more cost-effective than individual shipping from the Netherlands. Benefits: much faster delivery times (2-4 days within US), lower shipping costs per piece (domestic shipping), better customer satisfaction, and you only go through import process once during bulk import. We have partners in various US states and can arrange storage and fulfillment for you. Suitable for e-commerce, regular business shipping, and marketing material distribution.