Promo goods from China to UK as a sole trader

[BookishHelp]

Hi there!

I have just purchased six packages from China of promotional items to give away as free goodie bags at some upcoming events.

These are relatively small purchases - the most expensive was around £500.

The total order includes 200x bookmarks, 200x pins, 200 bags, 200 cups, 200 notebooks and 200 highlighters. (All separate purchases).

I'm a sole trader and not VAT registered. I do have an EORI number but I'm feeling slightly overwhelmed with the amount of info out there relating to customs. Could anyone advise what to expect as someone who has never encountered customs before? I paid sales tax at point of purchase.

3 suppliers have informed me that their services are 'door to door', which from what I can confirm means that they will deal with any customs requirements and I just need to sit back and wait for the order to be delivered. The others have not yet confirmed so I'm trying to work out what to prepare for, and if I can do anything in advance to avoid any border delays. I'm also trying to work out if this is something I can/should do myself, or if I need a customs agent to help even though this is a small order. If I can work out this process I'll likely place more orders in future and I'd really like to be better prepared!


Many thanks.

 

[boxlot]

For small orders the Chines suppliers usually use couriers like DHL, UPS, Fedex etc and with these you don't need to deal with customs. You will receive a invoice from courier for VAT and custom fees. Some couriers will send it before delivery and it needs to be paid before delivery. Others, Fedex for example delivers goods first and sends the invoice later.

 

[BookishHelp]

For small orders the Chines suppliers usually use couriers like DHL, UPS, Fedex etc and with these you don't need to deal with customs. You will receive a invoice from courier for VAT and custom fees. Some couriers will send it before delivery and it needs to be paid before delivery. Others, Fedex for example delivers goods first and sends the invoice later.

Thank you so much! That makes me feel better. I've been digging around more after posting and this ties in with what I've found, so feeling a lot more comfortable now!

 

[Vickyjin]

Contact your local freight forwarder/courier (e.g., DHL, FedEx) to ask: "What’s the maximum value allowed for imported goods to avoid customs duties in UK?"
For example, I have been selling shoe ornaments for an European customer for many years from China. In China shipments under ¥5,000 (~$680) can skip formal customs and ship directly via couriers. If your country has a similar threshold (say, £150-£300), ask your suppliers to split large orders into smaller parcels to stay under the limit.

 

[Customs Geek]

The threshold for duty free entry to the UK is £135 per consignment. This doesn’t apply to VAT as VAT applies to the whole value.
I would never recommend importers break the law by asking the supplier to split parcels or lower values. You may get away with it for while but it can come back and bite you badly. Just because you have got something through customs it doesn’t mean they can’t come after you later. In the UK customs can issue bills for underpaid duty up to 3 years after import.

It’s known to be happening so everywhere is looking to remove these concessions as already happened in the USA.

 

[MOIC]

Have your suppliers indicated whether they are sending by air, or another method?

This may affect shipping costs if orders are broken down, perhaps negating any savings you may have regards to keeping under the threshold of £135 per consignment to avoid paying duties.

1 consolidated shipment will be cheaper to send than 6 smaller shipments, depending on the shipping method.

My advice is to consolidate the shipment (if viable), send in one consignment and pay whatever taxes are applicable. You may find that the import duty on the products you've ordered are negligible.

You can find the import duty tariffs here

You'll sleep better at night.

 

[Customs Geek]

There are many reliefs from duty available.. if your goods are promotional items for give away at trade fairs you may be eligible..
There’s a whole list here
www.gov.uk/guidance/check-if-you-can-pay-a-reduced-rate-of-customs-duty#goods-for-use-consumption-or-free-distribution-at-an-exhibition-trade-fair-or-similar-event

 

[Shipping Guru]

if you need a reliable partner for future shipping requirements, please DM me.

 

[Winn]

Hi there!

Thanks for sharing your experience — it’s completely understandable to feel a bit overwhelmed the first time you’re dealing with international shipping and customs. As a logistics provider specializing in shipping from China to the UK, I’d be happy to offer some insight to help clarify things for you:

Door-to-door service:
You’re absolutely right — if the suppliers have confirmed door-to-door service (often referred to as DDP: Delivered Duty Paid), that means they or their freight agents will handle customs clearance and any import VAT/duty on your behalf. You won’t need to do anything extra — just wait for delivery.

For the others (non-DDP):
If the other suppliers haven’t confirmed this, it’s possible their service is only up to the port or airport (e.g. DAP or FOB terms), in which case customs clearance and last-mile delivery in the UK would fall to you. In that case:

• Yes, you can handle customs yourself, but since this is your first time, using a customs clearance agent or freight forwarderis often worth it to avoid delays or mistakes.

• You’ll likely need to pay import VAT (currently 20%) and possibly duty, depending on the item type and value.

• Having an EORI number is great — that’s already one key requirement done!

A few tips to prepare in advance:

• Ask the supplier if import VAT/duty is included in the service.

• Request a commercial invoice from them with clear HS codes, item descriptions, quantities, and values.

• If using a courier (like DHL, FedEx, etc.), they often act as your customs agent and will invoice you any charges directly.

Since you’re planning more orders in future, this is a great opportunity to get familiar with the process. We work with many sole traders and small businesses like yours, helping make importing smooth and stress-free — whether it’s a small DDP parcel or larger consolidated shipments.

If you’d like, I’d be happy to check the shipment details and give you an idea of any expected charges or help you decide whether you need a clearance agent for the remaining parcels.

Feel free to DM or reply if you have any questions!

All the best with your events

— Winn

 

[glengraving]

— Winn

ChatGPT wrote this message in it's entirety, not a person called Winn (as I presume is true of all recent messages). I don't know this forum's views on that practice, but I find it dispiriting. Soon all the internet will be AI talking to AI But in a forum about international business relations, I suppose it makes sense.

 

[Tommy99]

This is easy, just use DDP and door to door service, all tax will be prepaid and the customs clearance will be handled and finished by forwarder.