Key Takeaways
- Most clearance holds are decided before the ship leaves — document consistency is the key.
- Incoterms (EXW / FOB / CIF) decide who handles import clearance and pays for it.
- Certificates qualify the product; the operator still secures the licence that authorises operation.
Most customs delays are decided before the ship leaves port. A clearance hold is rarely about bad luck — it is usually a missing document, a wrong code or an unclear Incoterm. This checklist keeps your gaming-machine shipment moving.
Pre-Shipment Documents
Assemble these before booking freight: - Proforma invoice — for quotation and advance planning with your broker. - Commercial invoice — final, with HS Code 9504.30 and an accurate product description stating the payment mechanism. - Packing list — line items matching the invoice, with weights and dimensions. - Certificates — CE / FCC / UL / GLI-BMM or market-specific marks as required. - Correct HS code — 9504.30 confirmed on every document.
Inconsistent numbers between documents are the #1 trigger for a customs hold.
Incoterms: Who Clears Customs?
The Incoterm on your contract decides who handles clearance and pays associated costs:
| Incoterm | Who typically handles import clearance |
|---|---|
| EXW (Ex Works) | Buyer / operator arranges everything from the factory |
| FOB (Free on Board) | Seller handles export; buyer handles import |
| CIF (Cost, Insurance, Freight) | Seller pays freight to port; buyer still clears import |
Under EXW and FOB the operator owns the import-clearance responsibility. Confirm the term in writing so there is no gap about who files the entry.
Destination Import Permits (Operator Side)
Certificates clear the product; permits clear the operation. The operator is responsible for: - The market's gaming / amusement licence for the venue - Any import permit the destination requires for gaming equipment - Alignment of marketing language (for example, skill-game vs gambling framing) with local law
These sit outside the manufacturer's scope and must be secured by the operator before the container arrives.
Practical Tips to Avoid Holds
- Match every document — invoice, packing list and certificate figures must agree.
- State the payment mechanism clearly — it is what justifies HS 9504.30.
- Pre-book a broker — engage a licensed customs broker in the destination country early.
- Request an advance ruling if classification is uncertain in your market.
- Keep certificates ready — applicable certificates are available on request from your supplier.
Missing or pending certificates are a leading cause of holds: industry data indicates uncertified shipments can face ~17 days of port delay and $2,800+ per container in added cost (indicative, varies by market). Certify and document early.
Compliance note: Final licensing, certification and operation are the operator's responsibility in their market. GOLDPRIME GAME provides accurate shipping documents and applicable certificates on request; confirm destination import rules with a licensed broker.
FAQ
Q: Who is responsible for customs clearance — the supplier or the operator? A: It depends on the Incoterm. Under EXW / FOB the operator (buyer) handles import clearance; under CIF the seller pays freight but the buyer still clears import. Confirm the term in your contract.
Q: Do I need both a certificate and a licence? A: Usually yes. Certificates (CE, FCC, GLI / BMM, etc.) qualify the product; the licence authorises the operation in your market. They are separate steps.
Q: What causes most shipment holds? A: Document mismatches — invoice, packing list and certificate figures that don't align — and an unclear or missing HS code. Consistency prevents most holds.
Q: Can GOLDPRIME GAME help with my clearance documents? A: We provide commercial invoices, packing lists, product specs and applicable certificates on request. Engaging a licensed destination broker remains the operator's responsibility.