#customsclearancetips

By Gloria Sewor

Time-sensitive cargo is like a ticking clock. You feel it in your gut.

Whether it’s fresh produce, pharmaceuticals, machinery for a project deadline, or temperature-controlled goods—delays at customs aren’t just inconvenient. They’re dangerous. They can cost sales, compromise quality, or throw entire schedules into disarray.

At PORTLINK GHANA LIMITED, based here in Ghana, we’ve worked with a variety of clients handling time-sensitive shipments. And while every shipment has its own challenges, we’ve learned that customs management is often the pressure point. That’s where time is gained—or lost.

So here are a few hard-earned tips from our side. No magic bullets, just small insights that make a big difference.

1. Submit Documents Before the Cargo Lands

You’d be surprised how often importers still wait until the vessel arrives before starting clearance.

But Ghana’s customs system—via ICUMS—supports pre-arrival processing. That means you can submit all documents, make declarations, and even complete parts of the clearance before the cargo hits the port.

We had a medical supplies client who used to face week-long clearance times. After we helped them shift to a pre-clearance approach, we got that down to under 48 hours in most cases. That saved inventory, reputation, and cost.

So, if your cargo is time-critical: pre-arrival is non-negotiable.

2. Know Your HS Codes Inside Out

Misclassification is one of the most common causes of delay.

One wrong code—even if unintentional—can trigger red flags, inspections, or even seizure. For time-sensitive goods, every minute counts. You want those goods routed through the green or yellow channel, not red.

Double-checking the HS codes with your freight forwarder (or the right customs consultant) before submission is a small task that can save hours—sometimes days.

3. Work with a Broker Who Has Real Experience with Urgent Goods

Not all customs brokers are the same.

Time-sensitive cargo needs a broker who knows how to fast-track submissions, who has relationships with port and customs officials, and who can act quickly when something unexpected pops up.

At PORTLINK GHANA LIMITED, we’ve built internal escalation pathways specifically for urgent freight. It’s not about cutting corners—it’s about staying alert and keeping momentum.

We once cleared a food shipment meant for a retail launch within 36 hours, start to finish. That only happened because the broker understood the urgency and stayed on-site until release.

4. Have Backups Ready (Even for Documents)

In customs, it’s not unusual for systems to go down. Or for a document to be inexplicably unreadable. Or missing a signature. Or… well, you get the idea.

For time-sensitive cargo, we always advise clients to:

Keep digital and hard copies of all documents

Have alternate contact points for issuing authorities

Maintain a ‘clearance checklist’ and update it regularly

You don’t want to be chasing a copy of your bill of lading while your goods sit in a container yard on a Friday afternoon.

5. Pay Duties and Levies Promptly

This seems obvious—but delays often occur after customs release, simply because payments weren’t made in time.

Customs won't move until all duties, taxes, and handling fees are paid. So even if you get everything else right, a lag on the payment front can undo all that progress.

Automate where you can. Assign payment roles clearly. And if possible, pre-fund your clearing agent if you fully trust them—it avoids bottlenecks.

6. Use a Freight Partner with Real-Time Tracking

Once the goods are cleared, the clock’s still ticking. Especially for perishable or high-value goods.

A freight forwarding partner that provides real-time tracking and updates ensures you’re not guessing whether your cargo is en route, held at gate, or stuck at a checkpoint. It reduces uncertainty and helps you manage customer expectations better.

This visibility is part of how we build trust with our clients. It doesn’t speed up customs directly—but it reduces panic. And that matters.

A Note on Recognition

This year, PORTLINK GHANA LIMITED, from Ghana, is humbled to be nominated for the 2025 Go Global Awards, hosted by the International Trade Council in London.

It’s more than an award ceremony—it’s a place where logistics professionals, business leaders, and innovators gather to rethink the way global trade works. To share solutions, build partnerships, and co-create in a world that’s constantly shifting.

We’re proud to contribute. And we hope to bring some of these customs insights into that global dialogue.

Final Thought

Time-sensitive cargo doesn’t forgive errors.

But with the right preparation, partnerships, and mindset, customs clearance doesn’t have to be a nightmare. In fact, when it’s done right, it can be… surprisingly smooth.