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[eugeniaeyramopeku]

Reducing Delays: How We Work with Customs Ahead of Time

By EUGENIA EYRAM OPEKU

Delays at customs don’t just disrupt schedules—they ripple through entire supply chains. They delay production, strain relationships with buyers, and sometimes, depending on the goods, they lead to losses that can't be recovered.

It’s one thing to expect a few days of inspection. It’s quite another to lose a full week waiting on a document that could’ve been submitted earlier. And here’s the thing: most customs delays are preventable. Not all, of course—but many.

At PORTLINK GHANA LIMITED, based in Ghana, we’ve come to understand that preventing clearance delays isn’t about rushing—it’s about preparing. We work with customs before the cargo arrives, not just after it lands. And while that sounds like common sense, you'd be surprised how often that step gets overlooked.

Why Delays Happen in the First Place

Before diving into solutions, let’s acknowledge the root issues. Customs delays often stem from:

Incomplete or incorrect documentation

Misclassification of goods (wrong HS codes)

Sudden policy changes or system updates

Under- or over-declared values triggering extra checks

Missing permits or licenses for regulated imports

Discrepancies between commercial invoice and packing list

And sometimes, it’s simply a matter of volume—too many containers, not enough customs officers. But that’s not something we can control. What we can control is how ready we are before cargo even reaches the port.

Early Engagement Is Everything

At PORTLINK GHANA LIMITED, we’ve learned that working with customs rather than reacting to customs makes all the difference.

Here’s how we do it:

1. Pre-Clearance Documentation Checks

Long before a shipment leaves its origin, we ask for:

Commercial invoice

Packing list

Bill of Lading draft

HS code confirmation

Product certifications or import permits (where applicable)

We review everything internally—and cross-reference with Ghana Revenue Authority (GRA) and other regulatory requirements. If there’s a missing phytosanitary certificate for agro-products or a wrong tariff code on electronics, we catch it early.

2. Use of ICUMS for Advance Declaration

Ghana’s Integrated Customs Management System (ICUMS) allows us to begin the declaration process before the vessel even docks at Tema Port.

We upload the required documents, get the valuation feedback, and flag any potential red alerts. Sometimes, it’s not just about what’s wrong—but about preparing for what might be questioned.

This gives us room to clarify, adjust, and act—rather than panic when the container is already sitting at the terminal, clocking up demurrage.

Case Study: Avoiding a Costly Delay

A client importing specialized medical devices from Europe had clearance exemptions under Ghana’s health ministry. The cargo was sensitive—temperature-controlled, and time-dependent.

Instead of waiting for the official exemption letters to be couriered after shipment, we worked directly with the ministry to get soft copies validated and pre-approved in the ICUMS system three days before arrival.

When the shipment landed, it moved through customs in 24 hours.

Without that pre-engagement, the importer would’ve faced seven days of storage charges and a high risk of cargo compromise. That’s the difference preparation makes.

Building Relationships That Work

People often forget that customs officers are not adversaries. They’re part of the logistics ecosystem. And when treated as such, they often respond with cooperation and clarity.

Over time, we’ve built working relationships—not by asking for favours, but by consistently providing complete, accurate, and timely documentation. By respecting the process, we reduce surprises for everyone involved.

This relationship-building approach has helped us not only navigate Ghanaian customs but also work effectively at border posts like Aflao (Ghana–Togo) and Paga (Ghana–Burkina Faso) where communication is often limited and cross-border policies shift unexpectedly.

Why This Matters Beyond Us

We often say that "logistics is about movement." But really, it’s about momentum—and delays at customs break that momentum at the worst possible point. For SMEs and large firms alike, unnecessary customs delays don’t just hurt the bottom line—they erode trust.

As one of Ghana’s leading freight logistics companies, we believe it’s our duty to protect that trust. To serve not just as transporters but as preventers of disruption.

It’s a big part of why PORTLINK GHANA LIMITED was nominated for the 2025 Go Global Awards, hosted by the International Trade Council this November in London.

This isn’t just about recognition—it’s about being part of a global network of companies solving real problems. Problems like clearance delays, digital transformation, and trade efficiency. It’s a forum where voices from across industries and continents come together to push for smarter, faster, more connected trade systems. And we’re proud to represent Ghana in that conversation.

Final Thought

Sometimes, people ask me if customs clearance will ever be “fully automated.” Maybe it will. But until then, it’s still very human. It requires judgment, relationships, local understanding, and—above all—preparation.

At PORTLINK GHANA LIMITED, our goal is to make customs less of a hurdle and more of a formality. Because when your documents are in order and your paperwork speaks clearly, the process doesn't have to be painful.

Logistics may be fast-moving. But customs? Customs rewards those who start early.

[swethaksblog]

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