How to write product descriptions for customs (with examples)

Accurate product descriptions are a mandatory part of customs clearance. However, writing better product descriptions is more than just a cross-border process obligation. It’s an easy way to make your international shipping simpler, more cost-effective, and better for your brand.

A product description is a clear, plain-language description of each individual item contained in a parcel. For customs purposes, the description must be specific enough to identify the goods and support their correct tariff classification.

A product description is not:

• Your Shopify product title
• Your marketplace listing title
• Your marketing copy
• Your internal SKU
• Your product catalogue name

Instead, it should describe the product in simple, factual terms. For example:

The first description is designed to attract shoppers. The second supports a smooth cross-border delivery process by telling customs exactly what the item is.

Your product description makes it easier for customs authorities to understand your shipments. This makes it a critical part of the cross-border delivery process.

Spring GDS uses the product description merchants write to validate the best fitting 10-digit HS code. This helps customs authorities identify what is being shipped so they can assess and process the shipment correctly.

Depending on the content of your product description, customs authorities will:

• determine the applicable duties and taxes
• decide whether a shipment requires additional inspections or documentation requirements
• choose whether to hold a parcel for longer, or allow it to arrive on time

As such, vague or incomplete descriptions can lead to incorrect classification, additional customs queries, delays, incorrect duties and taxes, or problems with applicable import restrictions and other regulatory requirements.

When shipping high volumes across borders, improving your product descriptions can significantly affect the cost and speed of your deliveries.

The golden rule for writing a product description for customs is to make it:

1. Clear
2. Specific
3. Unambiguous

A simple formula is:

Product type + material + key characteristic such as gender/use (if relevant)

The product description must be written in English. Use clear, plain language and avoid local-language terms, abbreviations or automatically translated marketplace titles that may be difficult for customs authorities to understand.

While writing the description, ask:

‘Could a person reading this immediately picture the product?’

If they can’t, then customs authorities probably cannot either. Remember that the customs officer checking the HS code and looking at this description is not an expert on your industry or goods. They should be able to immediately understand what is inside the parcel to help you facilitate a smooth cross-border delivery.

These descriptions clearly explain what the product is and provide useful information for customs processing:

• Men’s knitted 100% cotton t-shirt
• Faux leather shoulder bag
• Ab fitness trainer
• Plastic tablet cover

Many product descriptions which cause issues at customs come from automatically copying marketplace data into shipping systems.

For example:

Certain descriptions do not provide enough information. For example:

• gift
• sample
• parts
• accessories
• equipment

Adjust your description so it is immediately clear what your parcel contains. For example:

Customs systems commonly allow a maximum product description length of 44 characters including spaces. Exceeding this limit can lead to blocks and delays.

Including a brand name instead of general description of your products will not translate clearly into a HS code. Use product descriptions that avoid referencing commercial brands. For example:

A single customs line containing numerous unrelated products can create confusion. For example:

• Phone case, charger, toy, notebook, headphones, mug

Each distinct product should have its own description and corresponding customs data.

Unrelated products purchased separately should be declared separately.

Gift box sellers should pay particular attention to product descriptions to ensure customs authorities can clearly understand the contents of the shipment.

A typical consideration for fashion merchants is where the product is composed of more than one material. For example: women's trousers made of 70% polyester and 30% cotton.

When writing product descriptions for these goods, use the key description structure with two additional categories: construction (fabric type), and % of material composition.

Product type + construction + material composition (%) + key characteristic such as gender/use (if relevant)

For example:

Women’s woven trousers, 70% polyester.

When the product is assigned its HS code, the specific classification will usually be based on the material that predominates by weight.

The construction of a textile product, such as whether it is knitted, crocheted or woven, is also important because it can affect its HS classification.

Certain textile products, such as parka jackets, may also use net weight per piece as an element for classification.

These three fields are often confused, but they perform very different functions:

Item colours, sizes and internal product codes should be stored in the appropriate product identifier fields, not used as a substitute for the product description for customs.

A common mistake is putting sizes, colours, and internal product codes into the product description for customs.

For example:

The item colour, size and SKU belong in product identifier fields, not within the product description for customs.

Learn more about product identifiers and how to use PID, SKU and EAN data correctly.

The product description for customs and HS code should also always align. If the description says one thing and the HS code suggests another, customs authorities may require further clarification.

A product description for customs is only one part of successful cross-border shipping. E-commerce businesses should also provide:

• Accurate addresses

Use complete addresses and all available address fields, including apartment numbers, building numbers and regional information where applicable.

• Customer contact details

Include both an email address and phone number to support delivery notifications and communication throughout the shipment journey.

• Correct HS codes

Use the appropriate classification code for your products and avoid placeholder codes.

• Country of origin

Declare where products were primarily manufactured or assembled.

• Parcel dimensions and weight

Accurate dimensions and weight help support efficient routing and shipment planning.

Before shipping internationally, review your product catalogue and ask:

Taking the time to review your customs data can help reduce avoidable shipping issues later in the journey.

Good data is essential to simplify cross-border shipping. Spring GDS is committed to helping e-commerce businesses with their international deliveries. Taking care to write clear, accurate product descriptions is a first step your business can take to manage your costs and ensure a smooth customs clearance process.

By creating clear product descriptions for customs and maintaining high-quality shipment data, merchants can:

• reduce delivery delays
• avoid unnecessary costs
• simplify customs clearance processes
• increase successful first-time deliveries
• create a better experience for your consumers
• build a positive impression of your brand
• encourage repeat buying and increase customer loyalty

Spring GDS supports e-commerce businesses at all stages of the parcel delivery journey. If you need assistance identifying the most appropriate product description for customs, please contact one of our Account Managers who will be happy to help.