How Customs Clearance Works for Heavy Equipment and International Cargo

Customs clearance is the government approval that allows imported cargo to leave the port and enter the country. Before a machine, container, or crate is released, customs checks what it is, where it was made, what it is worth, and whether it meets every import rule. Duties and taxes are either paid at entry or secured by a customs bond and paid with the entry summary shortly after release.

For a container of spare parts, that can take a day. For a used excavator, combine, or crane, it can involve environmental certification, road-vehicle rules, agricultural inspection for soil, and a physical exam at a bonded facility. Each extra step is a chance for delay, and every day of delay at the port costs money.

This customs clearance guide explains the process step by step, focusing on US imports of construction, agricultural, and industrial machinery. It covers documents, duties, EPA and DOT compliance, USDA inspections, customs exams and holds, and what a customs broker does.

What Is Customs Clearance?

Customs clearance is the process of getting government approval to bring goods into a country, or to take them out. In the United States, that approval comes from U.S. Customs and Border Protection (CBP), which enforces import laws for itself and for partner agencies such as the Environmental Protection Agency (EPA), the Department of Transportation (DOT), and the U.S. Department of Agriculture (USDA).

In practice, clearance means filing the right data before the cargo arrives, declaring the goods correctly, paying duties and fees, passing any inspection, and receiving a release. The importer of record is legally responsible for the declaration, and most businesses hire a licensed customs broker to prepare and file it.

Clearance looks different depending on the cargo:

• Construction equipment: a used excavator needs the right tariff classification, proof its engine meets EPA rules, and a soil-free undercarriage.
• Agricultural machinery: a combine or tractor is checked closely for soil, seeds, and plant debris.
• Industrial equipment: a generator or press may need engine certification and careful valuation.
• Containerized cargo: parts and attachments move faster, but the container can still be selected for X-ray or physical exam.

Customs exists to collect revenue, keep prohibited and unsafe goods out, protect agriculture from pests, and enforce trade rules.

Exports go through customs too. Most US exports valued over $2,500 per Schedule B number, or requiring an export licence, need Electronic Export Information filed in AES before departure, and the machine then clears the destination country’s customs under that country’s rules. Used self-propelled equipment is an exception: used excavators, tractors, combines, and similar machines need EEI regardless of value. Under 19 CFR 192, their title or ownership documents must also be submitted to CBP at the port of export at least 72 hours before export, and the machine must be available for inspection. International customs clearance is therefore two clearances: one leaving the US and one arriving abroad.

Why Customs Clearance Is Important in International Shipping

Customs clearance is what turns an arrived shipment into a delivered one. Until customs releases the cargo, it cannot leave the terminal, no matter how fast the ocean leg was.

• Legal compliance: importing without proper entry, or with false information, exposes the importer to penalties and seizure.
• Cargo release: the terminal will not release cargo without a customs release.
• Duty and tax collection: duties, the Merchandise Processing Fee, and the Harbor Maintenance Fee are paid through the entry.
• Cargo security: advance data lets CBP screen shipments before they reach the US.
• Import control: partner agencies use customs to enforce environmental, safety, and agricultural rules.
• Avoiding delays and penalties: a correct entry is the cheapest way to keep cargo moving.

When clearance goes wrong, the costs are operational:

• Cargo holds: the shipment cannot move until the issue is resolved.
• Storage fees: terminals and exam facilities charge by the day.
• Demurrage: carriers bill for containers or cargo left at the terminal past free time. Our guide to demurrage and detention explains how it adds up.
• Delayed delivery: job sites and planting schedules slip.
• Denied entry: noncompliant equipment can be refused and ordered re-exported at the importer’s cost.

Need Help Clearing International Cargo Through Customs?

Atlantic Project Cargo coordinates customs clearance, documentation, compliance, and cargo release for heavy equipment and international freight shipments.

GET A SHIPPING QUOTE +1 305 224 1975

Main Steps of the Customs Clearance Process

Import customs clearance runs in three phases: preparation before the cargo arrives, customs review on arrival, and release and delivery. Most delays are created in the first phase and discovered in the second.

Before Cargo Arrival

• Document preparation: collect the commercial invoice, packing list, bill of lading, and equipment details, including serial numbers and engine data.
• Pre-filing: a customs broker can file the entry before arrival so CBP can review it early.
• ISF filing: for ocean cargo, the Importer Security Filing is due no later than 24 hours before the cargo is loaded on the vessel at the foreign port. Breakbulk cargo that CBP has exempted from that timing files 24 hours before arrival instead. Late or inaccurate ISFs can bring $5,000 in liquidated damages per violation.
• Compliance checks: confirm EPA engine certification, DOT status, and cleaning requirements before the machine is loaded, not after it arrives.
• Customs bond: formal entries, generally shipments valued over $2,500, which covers virtually all heavy equipment, need a bond, either single-transaction or continuous. Our guide to customs bonds explains the difference.

Cargo Arrival and Customs Review

• Entry filing: under 19 CFR 142.2, entry must be made within 15 calendar days after the cargo lands. Goods not entered in time can go to a general order warehouse at the importer’s risk and expense.
• Inspections: CBP reviews the entry against its risk targeting and may release it, hold it, or select it for exam.
• Cargo exams: anything from an X-ray scan to a full unloading at a Centralized Examination Station (CES).
• Valuation review: CBP can question a declared value, especially for used equipment or related-party sales.
• Duty calculation: duties and fees are calculated from the classification, value, and origin, and the entry summary with estimated duties is filed within 10 working days after entry.

Cargo Release and Final Delivery

• Customs release: once CBP and any partner agency release the shipment, the terminal can let it go.
• Port pickup: the cargo must be collected before free time ends, or storage and demurrage start.
• Drayage coordination: containers and flat racks move from the terminal by drayage truck. Our drayage service covers this leg.
• Inland transportation: oversized machines need heavy-haul trailers and state permits to reach the site.
• Record keeping: importers must keep entry records for 5 years from the date of entry.

Required Customs Documents for International Shipping

Customs clearance depends on documents that agree with each other and with the cargo. Most holds start with a mismatch.

Document	What It Is	Why Customs Requires It	Common Mistake
Bill of Lading	The carrier’s receipt and contract of carriage	Identifies the shipment, consignee, and cargo	Consignee or description differs from the entry
Commercial Invoice	The sale record with price and terms	Basis for customs value	Missing or understated value, vague description
Packing List	Contents, weights, and dimensions	Lets customs match cargo to the entry	Weights or piece counts that don’t match
Certificate of Origin	Proof of where goods were made	Not required for most US imports; supports a trade-agreement preference claim (such as USMCA) and serves as evidence of origin	Confusing where a machine was bought with where it was made
Customs Bond	A financial guarantee to CBP	Secures payment of duties and compliance	No bond in place when the cargo arrives
HS Codes	The tariff classification number	Sets the duty rate and agency requirements	Classifying a machine too broadly or by its trade name
Import Permits	Agency approvals for regulated goods	Required before certain goods can enter	Applying after the cargo ships
EPA Forms	EPA Form 3520-21 for engines	Declares engine emissions compliance	Missing engine label or certificate information
DOT Forms	NHTSA HS-7 declaration	Declares road-vehicle safety status	Wrong box checked for off-road equipment
USDA Documentation	Cleaning certificates and inspection records	Shows equipment is free of soil and pests	Certificate issued, but the machine still dirty

Heavy Equipment Customs Clearance Requirements

Heavy equipment clearance is more complex than standard cargo because a single machine can fall under three agencies at once: EPA for its engine, DOT for road safety, and USDA for soil. Each can hold the shipment on its own.

• Self-propelled machinery: brings both EPA (for the engine) and DOT (for vehicle status) into the clearance, even if it will never drive on a public road. Stationary machines with engines, such as generators, involve EPA but not DOT.
• EPA compliance: under 40 CFR 1068.301, imported nonroad engines must be covered by an EPA certificate of conformity unless they were built before emission standards applied. Uncertified used engines can be treated as “new” at import, which is why older foreign-market machines are the most common problem.
• DOT compliance: NHTSA’s import declaration, the HS-7, covers every motor vehicle import. Equipment not made primarily for public roads is declared as such under 49 CFR 591.5, usually with supporting photos.
• USDA cleaning: soil is a restricted article that can enter only under a USDA permit, so machinery arriving with soil is not released until it is cleaned or re-exported.
• Contamination risks: soil in tracks, radiators, and cabs, plus seeds and crop residue in combines and balers, are what inspectors look for.
• Serial number verification: the VIN, PIN, or serial number must match the invoice, bill of lading, and ownership documents.
• Oversized machinery: exams may need cranes or heavy forklifts, and some machines cannot fit inside a standard exam facility.
• Used equipment inspections: used machines draw more attention for valuation, engine compliance, and cleanliness.

Examples:

• Tractors: engine certification and a clean undercarriage decide how quickly they clear.
• Excavators: tracks and undercarriages hold soil; engine labels are checked against EPA records.
• Bulldozers: blades and tracks need thorough cleaning before loading.
• Combines: crop residue in the header, feeder house, and grain tank is the main USDA risk.
• Cranes: truck-mounted cranes can be motor vehicles for DOT purposes; crawler cranes usually are not.
• Industrial machinery: engines on generators and compressors need EPA review; valuation of used units draws questions.

Example: Clearing a Used Excavator Imported From Europe

Here is how the steps above play out for a single machine. This is an illustrative example, not a specific shipment.

A contractor buys a used 20-ton excavator from a dealer in Germany. Before the machine leaves the dealer’s yard, the engine label is photographed and checked against EPA’s certificate records, because an uncertified engine would be treated as new and could be refused. The excavator is washed, with the tracks and undercarriage cleaned down to bare metal, and a cleaning record is issued.

The ISF is filed more than 24 hours before the machine is loaded in Bremerhaven. The broker prepares the entry, the EPA declaration, and an HS-7 declaring the excavator is not built for public roads, then files the entry before the vessel arrives.

On arrival, CBP selects the machine for an agriculture inspection. The specialist finds soil packed inside the track frame that the wash missed. The machine is moved to an approved facility, recleaned at the importer’s expense, and re-inspected. The recleaning adds two days at the facility, on top of three days of terminal storage that built up while the inspection was scheduled.

Assuming the excavator’s tariff number is on the Section 232 mobile machinery list, its EU origin means it pays a 15% all-in duty rate, plus the Merchandise Processing Fee and Harbor Maintenance Fee. The Section 301 duties introduced in July 2026 do not stack on Section 232 goods.

After release, a heavy-haul truck with state permits takes the excavator to the job site. The entry records go into the importer’s files for five years.

The lesson from this example: the only avoidable delay was the soil, and it was created at the wash bay, not at the port.

Our EPA and DOT import compliance team checks engine and vehicle status before the machine ships.

Importing Construction or Agricultural Equipment?

Our team handles customs clearance, EPA/DOT compliance, USDA inspections, and import coordination for heavy machinery and oversized cargo.

Construction Equipment Shipping
Agricultural Equipment Shipping

What Determines Import Duties and Taxes?

Import duties depend on what the goods are, what they are worth, and where they were made. There is no single rate for heavy equipment.

• HS classification: the tariff number sets the base duty rate and flags agency requirements.
• Customs value: usually the price actually paid or payable, with specific additions and deductions.
• Country of origin: origin is where the goods were made or substantially transformed, not where they were bought. CBP states that Section 301 duties follow country of origin, not country of export.
• Trade agreements: qualifying goods from agreement partners can enter at reduced or zero duty if they meet the rules of origin.
• Anti-dumping and countervailing duties: product- and origin-specific orders that can add substantial duties.
• Tariffs: additional duties under Section 301 and Section 232 change often. From June 8, 2026 through December 31, 2027, Section 232 duties on listed agricultural equipment are reduced from 25% to 15%. Listed mobile machinery, such as bulldozers, excavators, and forklifts, pays a 15% all-in rate when imported from the EU, UK, Japan, South Korea, Switzerland, Taiwan, and several other partner countries. USMCA-qualifying goods are treated separately, and other origins remain at 25%. Check current rates at the time of entry.
• Additional import fees: on formal entries, the Merchandise Processing Fee is 0.3464% of value, with a minimum and maximum set each fiscal year, and ocean imports pay a 0.125% Harbor Maintenance Fee, according to CBP’s user fee table.

Tariffs based on IEEPA, the emergency powers law, were struck down by the Supreme Court on February 20, 2026, and CBP processes IEEPA duty refunds through ACE. They were replaced by a temporary 10% global tariff under Section 122, which expired on July 24, 2026. Since then, Section 301 duties of 10% or 12.5% apply to imports from about 60 countries. These do not stack on goods already subject to Section 232, which includes much of the heavy equipment covered in this guide.

For an estimate on your shipment, try our import duties calculator.

Common Customs Clearance Delays and Problems

Most delays we see come from preparation that was skipped, not from customs being slow:

• Incomplete documentation: a missing invoice, bill of sale, or engine data sheet stops the entry.
• Customs exams: a random or targeted exam adds days and exam costs.
• CBP holds: manifest, commercial, or partner-agency holds freeze the cargo until resolved.
• Incorrect cargo values: an undervalued used machine invites a valuation review.
• Wrong HS codes: misclassification changes the duty and can trigger penalties.
• EPA/DOT issues: no engine label, no certificate, or the wrong HS-7 declaration.
• USDA inspection failures: soil in the tracks means cleaning at the importer’s cost before release.
• Missing permits: a permit applied for after arrival means waiting at the port.
• Unpaid duties: release is withheld until duties and fees are paid.
• Customs bond problems: an insufficient or missing bond blocks the entry.

Customs Exams, Holds, and Inspections Explained

A customs exam is CBP’s physical or electronic check of a shipment. A hold is the status that stops release until an issue is cleared. Exams are selected by risk targeting and at random, so even a perfect shipment can be examined.

• VACIS and NII exams: non-intrusive inspection uses large X-ray and gamma-ray imaging to scan a container without opening it. It is the fastest exam type.
• Tailgate exams: the industry term for an exam where officers open the container doors and inspect what they can see and reach.
• Intensive exams: the cargo is moved to a Centralized Examination Station, unloaded, and examined in full. For heavy equipment, this can require cranes or heavy forklifts at the CES.
• Random inspections: some shipments are selected with no specific concern, as part of compliance measurement.
• Customs holds: manifest holds, commercial holds, and partner-agency holds, such as EPA or USDA, each have their own path to release.
• Agriculture inspections: CBP agriculture specialists check for soil, pests, and plant material, especially on used machinery.

Common hold types include:

• Manifest hold: a problem with the carrier’s manifest data, such as a missing or mismatched bill of lading entry.
• Commercial enforcement hold: CBP wants to review the goods or documents for trade compliance, such as classification, value, or intellectual property.
• Statistical validation hold: ACE flags a declared value, quantity, or classification that looks inconsistent with the goods. It usually has to be explained or corrected on the entry rather than stopping the cargo.
• Contraband Enforcement Team (CET) hold: CBP’s enforcement team wants to examine the shipment for security or contraband concerns.
• Partner Government Agency (PGA) hold: another agency, such as EPA, USDA, or FDA, needs to review or release the goods.

Shipments get flagged for mismatched data, unusual values, first-time importers, high-risk origins or commodities, and agency interest in the goods, such as used engines or agricultural machinery.

The importer pays for exams. Under 19 CFR 151.6, the importer bears the expense of preparing merchandise for examination, and private exam facilities bill for moving, unloading, and reloading. Meanwhile, terminal storage and carrier demurrage keep running.

Our guide to US customs holds and exams explains each hold type in detail.

How to Avoid Customs Clearance Delays

• Prepare documents early: complete the invoice, packing list, and equipment details before booking.
• Verify HS codes: classify each machine before shipping and keep the reasoning on file.
• Clean equipment properly: tracks, undercarriages, radiators, and cabs must be free of soil and plant material. Our USDA equipment washing and inspection team prepares machines before export.
• Declare accurate values: use the real transaction value, supported by the bill of sale.
• Work with licensed brokers: a broker who handles heavy equipment knows the EPA, DOT, and USDA steps.
• Ensure compliance before shipping: confirm the engine’s EPA status and the DOT declaration before the machine is loaded.
• Understand destination-country regulations: exports face the importing country’s rules, from licences for used goods to phytosanitary certificates.

What Does a Customs Broker Do?

A customs broker is a licensed professional who prepares and files customs entries for importers and handles communication with customs agencies. Under 19 CFR 111.2, anyone doing customs business on behalf of others needs a broker’s license.

• Customs filing: the entry, entry summary, and ISF where needed.
• Compliance support: classification, valuation, and partner-agency requirements.
• Communication with customs agencies: responding to CBP, EPA, and USDA requests.
• Duty and tax coordination: calculating and paying duties and fees.
• Customs release assistance: clearing holds and arranging exams.
• Import and export consulting: planning compliance before goods ship.

The importer of record stays responsible for the accuracy of the entry. CBP is clear that using a broker does not transfer that responsibility, and the law requires importers to use “reasonable care” under 19 U.S.C. 1484.

Customs brokerage matters most for:

• Heavy equipment: multiple agencies can be involved in one machine.
• Oversized cargo: exams and release need port coordination and special equipment.
• Regulated machinery: engines, vehicles, and agricultural equipment trigger agency review.
• International project cargo: many pieces, one project deadline, and several countries’ rules.

How Atlantic Project Cargo Handles Customs Clearance for Heavy Equipment

We treat customs clearance as part of the shipment, not a step after it. The clearance plan is set before the machine is loaded, so the documents, engine status, and cleaning are ready when the cargo arrives.

• Customs brokerage coordination: entry filing, ISF, bonds, and duty payment through our customs brokerage services in the US and Canada.
• EPA and DOT support: engine certification checks, EPA declarations, and HS-7 filings.
• USDA coordination: equipment washing, inspection scheduling, and certificates.
• Oversized cargo clearance: exam planning for machines that need cranes or special handling.
• Port logistics: terminal release, storage, and exam logistics.
• Drayage coordination: moving containers and flat racks from the terminal.
• Inland transportation: heavy-haul trucking with permits to the final site.
• Multimodal logistics integration: combining ocean freight with rail and truck.

When a machine needs more than one mode after clearance, our multimodal transportation service connects the port, rail, and heavy-haul legs.

Looking for Reliable Customs Clearance for Heavy Equipment or International Cargo?

Atlantic Project Cargo coordinates customs brokerage, import compliance, cargo release, and international logistics for construction, agricultural, and industrial equipment shipments.

GET A SHIPPING QUOTE +1 305 224 1975

FAQ

We’ve handled thousands of shipments — here are the most common questions about drayage, pricing, and logistics.

What is customs clearance?

Customs clearance is the government approval that allows imported goods to enter a country after they are declared, checked, and any duties are paid.

How long does customs clearance take?

A complete, low-risk entry can clear within a day or two of arrival. Exams, agency holds, or missing documents can add days to weeks.

What documents are required for customs clearance?

Typically the bill of lading, commercial invoice, packing list, and a customs bond, plus a certificate of origin, permits, and EPA, DOT, or USDA documents when the goods require them.

What does a customs broker do?

A customs broker files entries, classifies and values goods, pays duties, and deals with customs and partner agencies on the importer’s behalf.

Why is my cargo being held by customs?

Usually because of a documentation mismatch, a valuation or classification question, a partner-agency review, or selection for an exam.

What are customs duties and taxes?

They are charges on imported goods, set by the HS code, value, and origin, plus fees such as the Merchandise Processing Fee and Harbor Maintenance Fee.

What is a customs bond?

A financial guarantee to CBP that the importer will pay duties and follow customs rules. It is single-transaction or continuous.

What is EPA compliance for imported machinery?

It means the engine is covered by an EPA certificate of conformity, or qualifies for an exemption, and the EPA declaration is filed before import.

Why does heavy equipment require USDA inspection?

Because soil and plant material on used machinery can carry pests and diseases. Soil is restricted and cannot enter without a permit, so dirty equipment must be cleaned or re-exported before release.

How can I avoid customs clearance delays?

Prepare documents early, verify HS codes, clean equipment thoroughly, declare accurate values, and confirm EPA, DOT, and USDA compliance before shipping.

Do I need to file anything to export used heavy equipment?

Yes. Used self-propelled machines need Electronic Export Information filed in AES regardless of value, and their ownership documents must be submitted to CBP at least 72 hours before export.