A lot of UK businesses are still not aware of ICS2, and this is understandable given that most companies are busy trying to keep stock moving, managing costs, and dealing with more than enough paperwork already.
But over the next year or so, ICS2 will become one of those things that becomes important, and that will matter, so it is worth understanding exactly what ICS2 is and what you need to do to prepare.
The concern isn’t really about the idea behind ICS2 itself. It’s more than businesses often realise how much more detailed customs and shipment data is now expected before goods even arrive.
And when information is missing or inaccurate, shipments can end up getting delayed, but with the right paperwork, this could be avoided.
What Is ICS2?
ICS2 stands for Import Control System 2, and it’s an EU security and customs initiative that has been designed with the intention of improving the information that the customs authorities receive before goods enter the European Union.
In essence, carriers and logistics providers now need to submit more detailed shipment information earlier in the process, and this includes the description of goods, sender and receiver details, and other customs-related data.
The idea is to improve security screening before freight arrives at EU borders, and this seems to make sense in theory. The problem in practice, though, is that many businesses still use fairly vague shipment descriptions or incomplete commercial paperwork without realising it could now create an issue.
In the past, you could sometimes get away with descriptions such as “machine parts” or “samples,” but now, customs authorities are increasingly expecting more detail than that, and this is what is likely to be the cause of delayed shipments as a result of ICS2.
Why Could ICS2 Cause Delays?
The biggest issue usually is not really the regulation itself, but whether or not you correctly prepare the customs documentation to meet ICS2 requirements.
A lot of businesses assume their freight forwarder or courier automatically handles everything in the background, and a good freight forwarder, such as RSJ, will ask the right questions to get the right information.
If shipment data is incomplete, inconsistent, or submitted too late, goods can potentially be flagged for further checks before loading or arrival, and this can lead to:
- Delays at customs clearance
- Additional requests for information
- Shipments being held temporarily
- Missed delivery windows
- Increased storage or handling costs for you
Not every shipment, though, is suddenly going to get stopped, but if you regularly move freight into the EU, then you will probably begin to notice that documentation accuracy is starting to matter more than it used to.
This is especially so for groupage freight, where multiple consignments are travelling together. One issue with paperwork can sometimes create knock-on problems further into the chain.
And unfortunately, delays in freight rarely stay isolated for long. One late customs release can affect warehouse bookings, transport scheduling, and customer delivery expectations very quickly.
Who Will be Affected by ICS2?
From what we’re seeing across the industry, smaller importers and exporters are often the least prepared.
Larger companies very often use a professional freight forwarder such as RSJ International, or have a dedicated compliance team, or an established customs process already in place.
But for smaller businesses, the paperwork that worked before might not work in the future.
Companies shipping products such as:
- Industrial components
- Electronics
- Automotive goods
- Retail products
- Chemicals
It will become increasingly important to pay closer attention to the details being submitted with shipments because even simple things, such as inconsistent product descriptions between the invoice and the customs declaration, can slow things down.
Customs systems are becoming increasingly data-driven, and this means that the information has to match.
And realistically, customs authorities across Europe are under pressure themselves. More automation usually means less tolerance for vague or incomplete entries.
What Businesses Should Be Doing Now
The good news is this isn’t something you need to overly worry about as a business, but it is something worth preparing for.
The first step is to review how you currently provide shipment information, such as what product descriptions you add/ Is the information specific enough? Are the invoices accurate? Are you adding commodity codes properly?
You might be surprised by how many businesses still copy old invoice templates from years ago.
It’s also worth speaking with your freight forwarder or customs agent now rather than later. Most experienced logistics providers, such as RSJ International, are already preparing customers for these changes and can usually point out obvious gaps quite quickly.
A short conversation now is usually easier than dealing with delayed pallets sitting in customs later.
Another thing businesses sometimes overlook is internal communication. Sales teams, warehouse staff, and shipping departments all need to ultimately use the same core information. Problems often start when one department uses a slightly different product description from another.
That might sound small, but customs systems notice inconsistencies faster than people think.
Freight Is Becoming More Data-Driven
Without question, the freight industry has become more data-driven over the last few years, and this is going to continue moving forward.
Customs processes are becoming more digital, more automated, and less forgiving than they used to be.
Goods will continue moving exactly as they always have, but you need, as a business, to be even more organised and provide accurate documentation to avoid disruptions.
In many ways, ICS2 is a part of a wider shift happening across global freight and customs operations. Better visibility, tighter reporting requirements, and more detailed shipment information are becoming the norm.
The companies that adapt early usually avoid the worst of the disruption.
And from experience, most freight delays aren’t caused by dramatic events. It’s normally small paperwork issues, missing information, or assumptions that somebody else has handled something.
Getting Help with ICS2
If you’re unsure whether your current freight or customs processes are likely to be affected, the team at RSJ International can help. You can get in touch here:
Now is a good time to review how shipment information is being handled before these requirements become more heavily enforced.
Even small paperwork issues can end up causing unnecessary delays once freight is already moving through the system. The official EU overview of ICS2 provides more information.
