CBP Exam Coordination Checklist
Importers, NVOCCs & Freight Forwarders
A CBP examination can hold your cargo for days, generate CES devanning fees, and trigger demurrage and detention charges that accumulate quickly. How your team and broker respond in the first hours determines how much it costs and how long it takes. This checklist covers the immediate steps, document requirements, terminal coordination, customer communication protocol, and post-exam resolution process.
Immediate Steps — Within 2 Hours of Exam Notice
- Confirm exam notice with your customs broker — if broker has not already notified you, escalate immediately
- Confirm exam type: VACIS (non-intrusive X-ray), CET (intensive physical exam), tailgate, or CES examination
- Confirm exam location: at the port-of-arrival terminal or devanned at a CES or CFS facility
- Confirm who is financially responsible for exam costs — importer, NVOCC, or freight forwarder per your service agreement
- Notify trucker or drayage provider immediately — stop dispatch if a pickup was already scheduled
Document Preparation
- Commercial invoice — seller name and address, buyer name and address, complete description of goods, quantity, unit value, and country of origin
- Packing list — quantities and descriptions must match the commercial invoice exactly
- Bill of lading — both house bill and master bill if this is an NVOCC or freight forwarder shipment
- ISF data confirmed as consistent with entry data — country of origin, HTS, and manufacturer must match between ISF and entry
- Any prior binding ruling or CBP classification ruling available for complex or high-value commodities
- Required partner agency documentation on hand if applicable — FDA prior notice, USDA permit, FCC declaration, EPA, CPSC
Terminal and CES Coordination
- Confirm cargo location at the terminal or container yard — have container number and booking number ready
- If CES exam: contact the CES facility to schedule exam appointment — do not assume scheduling is automatic
- Confirm devanning requirements if the CES requires cargo to be stripped from the container
- Confirm whether a representative must be present at the CES during the physical inspection
- Obtain updated release ETA from the CES or your broker after the exam is scheduled
Customer Communication — NVOCCs and Freight Forwarders
- Notify shipper and consignee of the exam delay and initial estimated impact on delivery
- Set a realistic delivery timeline — do not commit to a specific date until CBP confirms release
- Confirm in writing who is responsible for CES devanning charges before they are incurred
- Document all exam-related communications: date, time, parties notified, and commitments made
- Update your TMS or booking system with exam status and a revised ETA
Post-Exam Resolution
- Confirm CBP release status from broker: 'may proceed' or continued hold — do not dispatch before confirmation
- If hold continues: request the specific CBP concern from your broker and coordinate a timely and documented response
- Confirm ACE electronic release or paper release (CF-7501 with CBP stamp) before dispatching the trucker
- Obtain the CES invoice and reconcile exam cost responsibility per your service agreement
- Document exam type, duration, outcome, and total cost in the shipment record for future analysis and pattern tracking