Customs Clearance When Moving to the USA
Introduction: Customs Doesn’t Have to Be Scary
When you’re relocating from Japan to the United States, few parts of the journey feel as intimidating as the phrase: “U.S. Customs.” Images of long forms, missing documents, delays, and the fear of having your belongings held or taxed can make even the most confident traveler anxious.
But here’s the truth: customs clearance isn’t about punishment—it’s about preparation. The more you know in advance, the smoother your move will be.
At SDC International Shipping, we’ve helped thousands of clients move their lives across oceans without a single item getting stuck or delayed at the border. How? By making the customs process easy to understand and even easier to navigate. We take the mystery out of the paperwork and turn fear into clarity.
In this guide, we’ll break down what U.S. Customs really does, what documents you’ll need, what to expect during inspection, and how to avoid the most common (and costly) mistakes people make when shipping household goods from Japan to the USA.
If you’re worried about your move getting caught in red tape, this is the article that will give you peace of mind—and a clear plan forward.
What is U.S. Customs Clearance?
U.S. Customs and Border Protection (CBP) is the agency responsible for monitoring and controlling all goods that enter the United States. Their job is to ensure that everything coming into the country is legal, declared properly, and aligned with current trade and security regulations. When it comes to household moves, CBP is especially focused on making sure that:
- Nothing prohibited or dangerous is being shipped
- Duty (tax) is paid on items that don’t qualify for exemption
- The contents of your shipment match what you’ve declared on paper
Customs clearance is not just a formality—it’s a required step for every shipment entering the U.S. Whether your move is personal or professional, by sea or air, your belongings will only be released to you once CBP approves the accompanying documentation.
People vs. Goods: A Key Distinction
Many people confuse the customs process they experience at the airport as a traveler with the one for household shipments. While both are run by CBP, they operate very differently.
When you fly into the U.S., your passport is scanned, your bags may be inspected, and you’re asked questions by a border officer. That’s personal customs clearance.
For your shipment, clearance is handled separately—typically at the port where your container or air cargo lands. Your physical presence is not required, but your documents are. This is where working with a professional international moving company like SDC becomes critical.
We coordinate with licensed U.S. customs brokers, ensure your inventory and declarations are properly prepared, and file everything on your behalf. That means fewer questions, fewer delays, and a much greater chance of your items arriving exactly when expected.
Why It Matters
Getting customs clearance right the first time:
- Prevents costly storage fees if your container is held
- Avoids fines or penalties for inaccurate declarations
- Keeps your delivery timeline on track
- Makes your move less stressful and more successful
Think of it this way: U.S. Customs isn’t a roadblock—it’s a gate. And SDC International Shipping knows exactly how to open it for you.
Documents You’ll Need to Clear U.S. Customs
Customs clearance isn’t just about the shipment itself—it’s about the paper trail. Every single item you ship from Japan must be matched with documentation that proves ownership, value, and intent (e.g., personal use, not resale). If even one piece is missing or unclear, U.S. Customs and Border Protection (CBP) may hold your shipment, delay delivery, or even assess additional duties.
At SDC International Shipping, we provide a full customs documentation checklist and help every client gather, translate (if needed), and review these key forms before anything leaves Japan. Here’s what you’ll need:
Required Documents for Personal Effects and Household Goods:
- CBP Form 3299 – Declaration for Unaccompanied Household Effects
This is the primary customs form for people relocating to the U.S. It declares that your shipment contains personal belongings and not commercial goods. You’ll indicate where the items are coming from, how long you owned them, and their intended use in the U.S. - Copy of Your Passport
A clear scan of the photo page and any relevant U.S. visa or entry documents. If you’re moving on a Green Card, include a copy of your permanent resident card. - Inventory List (in English)
A detailed breakdown of what you’re shipping. It should be organized by box, clearly labeled, and translated into English. Each line should include:- Box number or category (e.g., “Box 3: Kitchen Items”)
- Contents (e.g., “plates, cups, rice cooker”)
- Quantity
- Condition (e.g., used, like new)
- Estimated value in U.S. dollars
- Valued List
Separate from the inventory, this is a total value declaration for insurance and potential customs use. This doesn’t mean you’ll be taxed—but it gives CBP and your insurer the data they need if anything is lost or damaged. - Bill of Lading (B/L) or Air Waybill (AWB)
This is the official shipping record that confirms your goods were loaded and where they are headed. SDC provides this once your shipment is booked and on the move. - Packing List by Box
A more detailed version of your inventory list, often organized room-by-room. It helps customs officials verify that contents match declared categories. - Power of Attorney (optional)
This allows SDC or a customs broker to officially sign and submit customs documentation on your behalf. It’s not always required, but it can speed things up if issues arise during inspection.
Having these documents prepared and reviewed by professionals significantly increases the chances of a quick, duty-free clearance. SDC helps every client double-check their paperwork before the container or air shipment even departs Japan—because prevention is better than inspection.
What Items Require Special Declaration or Inspection?
Not everything in your household shipment is treated the same by U.S. Customs. Some items are considered “restricted”, meaning they can enter the country but only with additional paperwork, licenses, or proof of intent. Others are completely prohibited, and shipping them could result in your entire container being flagged or delayed.
Here’s a breakdown of items that need special attention:
Restricted Items (May Be Allowed With Documentation):
- Alcohol and Wine
You must declare all bottles and may be subject to duties and state-specific import limits. Some states (like California) are more lenient; others (like Utah) are stricter. A personal collection can be permitted, but a large quantity may be treated as commercial import. - Prescription Medications
Bring original packaging and a translated prescription. Certain over-the-counter drugs sold in Japan (like codeine-based painkillers) may be considered controlled substances in the U.S. Check with the FDA or have your relocation specialist advise you. - Food Items
Some packaged and sealed food may be allowed, especially non-perishables like instant noodles or tea. However, CBP and the USDA strictly prohibit meats, fresh produce, and anything that could carry agricultural pests. - Cultural Artifacts or Antiques
These may require proof of ownership and origin to confirm they are not protected or stolen goods. If you’re shipping anything over 100 years old or handmade from organic material, disclose it upfront. - High-Value Electronics
Declare laptops, cameras, drones, and similar items—especially if they’re new or valued above $2,500. U.S. customs may request receipts or ask about intended use.
Prohibited Items (Do Not Pack or Ship):
- Fresh fruits, vegetables, or meats
- Live plants, seeds, or soil
- Ivory or items made from endangered species
- Flammable products like aerosols or fireworks
- Counterfeit goods or pirated media (including DVDs, games, or manga)
- Pornographic materials that may violate U.S. obscenity laws
Attempting to ship prohibited items can cause your entire shipment to be flagged or confiscated. If customs finds undeclared restricted items, you may face fines or be required to forfeit those goods.
How SDC Protects You
We help clients avoid issues before they happen. Every packing list submitted to us is reviewed by customs professionals, who flag any item that might raise concerns. If something is questionable, we advise you on whether to leave it behind, reclassify it, or get the appropriate documentation.
When you choose SDC, you gain access to not just movers—but compliance experts who speak the language of CBP and ensure your shipment checks every box.
Understanding the Inspection Process
Once your belongings arrive at a U.S. port or airport, they don’t just go straight to your home. They must first go through inspection by U.S. Customs and Border Protection (CBP). While many shipments clear quickly, some are flagged for further review—especially if something looks unusual or improperly documented.
Types of Inspections
- X-ray Scan:
The most common and least invasive. Your container is scanned using non-intrusive imaging. This helps CBP verify the contents match your inventory list. If all checks out, it clears immediately. - Partial Inspection:
If something in the X-ray raises questions, CBP may open the container and inspect a few boxes—typically those with restricted or unclear items. They look for anything undeclared or potentially problematic. - Full Inspection:
In rare cases, CBP unloads and inspects the entire shipment. This can happen if forms are missing, high-risk items are declared, or if the container appears tampered with. Full inspections take longer and may incur storage and handling fees.
How Long Does Customs Inspection Take?
- Most shipments clear within 2–5 business days.
- If selected for partial inspection, expect 5–10 business days.
- Full inspections can take 2+ weeks, depending on port traffic and customs backlog.
Delays are more common during peak seasons (May–August and December) and in congested ports like Los Angeles or New York.
How SDC Helps
SDC works closely with licensed customs brokers and port agents to:
- Track your shipment in real-time
- Proactively communicate with CBP
- Respond quickly to inspection requests
- Reduce time in port and avoid unnecessary delays
We also select shipping routes based on efficiency and expected customs wait times, so your belongings arrive when and where you need them.
Common Mistakes That Delay Customs Clearance
Even one small mistake on your customs paperwork can lead to big delays—or even costly penalties. Here are the most common customs errors we see and how to avoid them:
Incomplete or Inaccurate Inventory
Your inventory should be:
- Detailed (don’t just say “miscellaneous items”)
- Accurate (item count, type, condition)
- In English (Japanese-only lists delay clearance)
SDC provides inventory templates and reviews your list before shipping to avoid these common pitfalls.
Shipping Undeclared New Items
Household goods are only duty-free if they’re:
- Used (owned for 6+ months)
- For personal use (not for resale)
If CBP suspects you’re importing brand-new items to avoid retail tax, they can apply duties—even if the item is technically yours. Declare everything honestly.
Poor Labeling
Customs agents need to match documents with physical boxes. If your boxes aren’t numbered or clearly labeled (especially fragile or high-value items), it raises red flags. Use bold, visible labels and match them to your packing list.
Last-Minute Paperwork Submission
Waiting until your shipment arrives in the U.S. to complete your customs forms is risky. CBP must receive all documentation before or as your cargo arrives, not afterward.
How SDC Prevents These Mistakes
We audit every client’s documentation before pickup. Our team checks your:
- Inventory for clarity
- Documents for compliance
- Declarations for honesty
This saves time, money, and stress—ensuring your goods aren’t held up at the port.
How Customs Treats Air vs. Sea Shipments Differently
Whether you ship by air or sea, your belongings still go through CBP—but the process and pace differ depending on the method.
Air Freight:
- Processed at air cargo terminals, which are smaller and faster
- Lower volume of shipments means quicker inspection
- Clearance typically within 2–5 business days
- Ideal for smaller, urgent shipments like electronics, documents, or student belongings
Sea Freight:
- Arrives at major ports with thousands of containers daily
- Greater chance of random inspections
- May be subject to longer port delays—especially in LA, NY, or Houston
- Clearance takes 7–14 days on average, longer during peak season
Bonded Warehouses
If your goods arrive and:
- You haven’t submitted documentation
- You don’t yet have a delivery address
- There are issues with inspection…
They may be held in a bonded warehouse until resolved. These storage fees can add up fast.
That’s why we recommend all clients submit customs documents before shipment departs Japan and finalize delivery plans early.
What Happens If There’s a Delay?
Delays aren’t always preventable—but with SDC, they’re manageable.
Who Gets Notified?
CBP will notify your customs broker and the shipping carrier (SDC). We’ll immediately reach out to:
- Explain what’s happening
- Let you know if further documentation is required
- Work to expedite resolution
Common Resolution Steps:
- Provide missing or corrected documents
- Pay assessed duties (if applicable)
- Remove or surrender prohibited items (in rare cases)
Storage and Handling
If your container is held for inspection or paperwork delays, you may face:
- Demurrage fees (charged by the port for holding your container)
- Detention fees (if the container isn’t returned on time)
- Bonded warehouse storage costs
Our logistics team negotiates with local handlers to minimize these charges and get your shipment moving again.
Duty-Free vs. Taxable Items: What You Might Have to Pay For
Not all shipments are taxed—but knowing the rules protects you from surprises.
Duty-Free Items (Most Common)
You can bring your belongings duty-free if:
- You’ve lived outside the U.S. for 12+ months
- You’re bringing used personal effects (owned 6+ months)
- You declare your shipment is for personal use only
This includes:
- Clothing
- Furniture
- Books
- Kitchenware
- Electronics (if used)
Taxable Items (May Be Assessed Duties)
- New items in boxes or with tags
- High-value electronics (especially if multiple)
- Alcohol and tobacco
- Commercial quantities of any item
How CBP Calculates Duty:
Duties are based on the CIF value (Cost + Insurance + Freight). Even duty-free items must be assigned a declared value for insurance purposes.
SDC works with customs brokers to pre-screen your packing list for anything that might incur duties. We can estimate potential taxes before you ship.
Tips to Ensure a Smooth Customs Experience
Success with U.S. customs starts long before your shipment arrives. Here’s how to set yourself up for success:
- Start your paperwork early (at least 2–3 weeks before shipment)
- Use our packing inventory templates and keep everything labeled
- Translate everything into English
- Keep documents in both printed and digital formats
- Avoid packing restricted or questionable items
- Ask your relocation coordinator for a pre-shipping checklist
And most importantly—don’t guess. Ask.
SDC is your expert partner, and we’d rather answer 10 questions before shipping than fix 1 big problem at the port.
How SDC International Shipping Simplifies Customs for You
Here’s what separates SDC from the average international mover: we don’t just move boxes—we manage international regulations like pros.
We offer:
- Pre-checks of all customs forms and packing lists
- Direct coordination with licensed U.S. customs brokers
- Packing that complies with customs rules (ISPM-15, etc.)
- Real-time updates on customs status and inspection outcomes
- Strategic planning for port selection and delivery timelines
Whether you’re moving for work, education, or family, we handle the red tape so you can focus on your new life—not forms and freight.
Call to Action: Let SDC Take the Guesswork Out of Customs
Don’t let customs be the part of your move that causes anxiety. With the right preparation and the right partner, clearing U.S. customs can be seamless.
✅ Want help preparing your customs documents?
✅ Need to know if something in your home is prohibited?
✅ Looking for movers who understand compliance?
Let’s get started.
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