Customs Clearance of EMS Shipments in Kyiv

Customs Clearance of EMS Shipments in Kyiv

Trans-Hope handles customs clearance of commercial shipments that arrive via EMS in Kyiv — for legal entities and sole proprietors. Small personal shipments within the allowance are declared by the post itself, but commercial cargo — goods for sale, samples, equipment, spare parts — is cleared as a full import: with a UKT ZED code, a full customs declaration and payment of duty and VAT. This is exactly where a business needs a customs broker to assign the code, calculate the payments and clear the cargo through the international postal hub.

We clear international EMS shipments arriving for consignees in Kyiv, Odesa, Kharkiv and Dnipro. We take on the whole cycle — from document check to release of the cargo from customs.

About EMS in brief

EMS (Express Mail Service) is international express delivery of documents and parcels carried out by national postal operators — members of the Universal Postal Union (UPU); since 1998 the service has been regulated by the EMS Cooperative. In Ukraine EMS is Ukrposhta's express service: sending and receiving from post offices worldwide. Ukrposhta's network covers about 230 countries and territories. Delivery is by air, and under wartime conditions part of the routing goes by the overland leg to European hubs.

EMS is convenient when you need international delivery at a reasonable price through the postal network: wide coverage and a single postal standard. But on arrival in Ukraine commercial cargo still goes through customs clearance at the international postal hub, and both the amount of payments and the speed of release depend on the accuracy of the documents and the UKT ZED code.

Which EMS cargo we clear

Trans-Hope clears commercial EMS shipments for business, including:

  • goods for resale and batches for online stores;
  • product samples, advertising and exhibition materials;
  • spare parts, components and consumables;
  • instruments, equipment and electronics;
  • goods requiring permits (certification, SES, etc.) — with support for their preparation.

Certain categories (dangerous goods, licensed goods, products of animal and plant origin) require additional permits and may also fall under postal shipment restrictions — we check such requirements in advance by the product code.

Address and where we clear in Kyiv

The head office of Ukrposhta (the EMS operator in Ukraine) is at 22 Khreshchatyk St., Kyiv. International EMS shipments go through customs clearance at the international postal hub in Kyiv, where a customs post handles postal and express items. Trans-Hope prepares the documents, files the declaration, deals with the inspector and accompanies the cargo until it is handed over to the consignee. If needed, we also arrange clearance in other cities — Odesa, Kharkiv, Dnipro.

Rates and what the cost of EMS delivery depends on

EMS/Ukrposhta calculates the delivery cost by its official tariff: the price depends on several parameters.

What the EMS delivery rate depends on
ParameterHow it affects the cost
Shipment weightThe tariff rises with the actual weight by weight brackets
Volumetric weightFor light bulky items a dimensional weight may be applied
Destination countryThe tariff depends on the origin/destination country and the tariff zone
CategoryDocuments and goods contents are priced differently
UrgencyEMS is an expedited postal service relative to ordinary parcels

The cost of the delivery itself is set by the official EMS/Ukrposhta tariff by weight and zone, while customs payments — duty, VAT and, if applicable, excise — are calculated separately. How the base is formed and payments are calculated on import is shown by the calculation of import customs payments.

Advantages of EMS

  • A wide postal network and coverage of about 230 countries;
  • The price is usually lower than commercial couriers;
  • A single UPU postal standard and tracking;
  • Expedited delivery relative to ordinary international parcels;
  • Convenient for documents, samples and small batches.

Disadvantages and limitations

  • Timelines are less predictable than DHL/FedEx, especially during peak load;
  • Customs clearance of commercial cargo takes place at the international postal hub;
  • Commercial cargo still requires full customs clearance with a UKT ZED code and, if necessary, permits;
  • There are limits on the weight, dimensions and contents of postal items.

Documents for customs clearance of EMS cargo

To clear a commercial EMS shipment, you usually need:

  • an invoice with the description, quantity and value of the goods;
  • a foreign-trade contract or invoice agreement;
  • EMS postal accompanying documents (CN22/CN23, tracking number);
  • the UKT ZED code and a technical description of the goods;
  • permits by type of goods — certificates, SES, veterinary, licenses (if required).

How we clear EMS cargo

Trans-Hope handles a commercial EMS shipment from documents to release.

How to clear an EMS shipment in Kyiv

The customs clearance procedure for a commercial EMS shipment, for a legal entity.

⏱ from a few hours · 💰 depends on the product code and customs value

  1. Send the documents
    Invoice, product description and the EMS tracking number.
  2. We assign the UKT ZED code
    We select the code and check whether permits are required.
  3. We calculate the payments
    Duty at the code rate, 20% VAT and, if applicable, excise.
  4. We prepare the declaration
    We file a full customs declaration for the commercial shipment.
  5. We pass customs control
    We submit the declaration at the international postal hub and accompany the check.
  6. Release and handover
    After the payments are made the cargo is released to the consignee.

Common reasons for EMS cargo delays at customs

Most often clearance is slowed by predictable things — we remove them in advance:

  • Undervaluation — customs adjusts the customs value; we help confirm the price with documents;
  • Incomplete invoice or CN23 — no description or value; we prepare a correct package;
  • Wrong UKT ZED code — leads to the wrong rate; we clarify the classification and recalculate the payments;
  • No permits — we determine what is required by the product code and help arrange it.

Complex and “stuck” shipments are handled by a customs broker — with full support at the postal hub.

Questions and answers

toggle answer Do you clear EMS shipments for private individuals? toggle answer

No. We clear commercial EMS shipments for legal entities and sole proprietors. Small personal shipments within the allowance are declared by the post itself.

toggle answer Where does EMS customs clearance take place? toggle answer

International EMS shipments are cleared at the international postal hub, where a customs post handles postal and express items.

toggle answer What is needed to clear an EMS shipment? toggle answer

An invoice and a product description. We will assign the UKT ZED code, check permits, calculate the payments and prepare a full customs declaration.

toggle answer What makes up the final amount? toggle answer

The cost of delivery at the EMS/Ukrposhta tariff and customs payments — duty by the UKT ZED code, 20% VAT and, if applicable, excise. Delivery and payments are counted separately.

toggle answer Do you clear EMS in other cities? toggle answer

Yes. The main volume goes through Kyiv, but we also arrange clearance in Odesa, Kharkiv and Dnipro.

EMS customs clearance with Trans-Hope

Trans-Hope has worked in foreign trade since 2009 and clears commercial EMS shipments for legal entities in Kyiv, as well as in Odesa, Kharkiv and Dnipro. We will assign the UKT ZED code, calculate the payments, prepare the declaration and clear the cargo through to handover. The general procedure for clearing parcels and express cargo is on the customs clearance of parcels and express cargo page. To get a quote, send the invoice and a description of the goods.