When importing or exporting goods, clearing customs can often be the most unpredictable part of the process. Most shipments pass through without incident, but others may be queried, detained or stopped for inspection. These can sometimes happen randomly, and sometimes for specific reasons. For businesses operating across borders, especially in complex and high-risk regions like Africa, understanding what triggers a customs inspection is key to reducing delays, avoiding penalties, and protecting your bottom line.
So why do customs query, detain or stop shipments? We’ll guide you through the types of inspections, how they vary by country, and how we help clients stay compliant and prepared.
What Is a Detention or Customs stop?
A customs stop and inspection is a process in which goods being imported or exported are temporarily held by customs authorities for physical examination. This allows officials to verify that the shipment complies with all applicable laws and regulations.
Alternatively, customs may detain a shipment for an electronic review, which typically involves requesting supporting documents and information. In this case, the shipment is not physically inspected but assessed based on the paperwork provided. The goal in both scenarios is to ensure that all declarations are accurate and that the goods meet regulatory requirements.
Customs inspections serve several purposes:
- Ensuring correct duty and tax payments.
- Preventing import/export of restricted or prohibited goods.
- Protecting local industries and public health.
- Detecting fraud, smuggling, or misdeclarations.
Common Triggers for Customs Inspections
Contrary to popular belief, not all customs inspections are random. In fact, most are data-driven and based on risk profiling systems, such as SARS’s Automated Risk Management System (ARMS).
Here are the key triggers that could flag your shipment:
1. Documentation Errors or Omissions
Incorrect or incomplete paperwork is one of the most common reasons for inspection. These include:
- Missing or incorrect invoices.
- Inaccurate HS (Harmonized System) codes.
- Undervalued goods.
- Discrepancies between the bill of lading, packing list, and declaration.
Inter-Sped’s Role: We work closely with clients to ensure all documents are submitted correctly and in line with customs expectations, reducing the risk of paperwork-based inspections. Contact us.
2. New Importer or Exporter Profiles
If your company is newly registered, your shipments are more likely to be flagged. Customs authorities may consider you an unknown risk and seek to validate your compliance through inspections.
Tip: Build a reputation over time by working with a reputable freight forwarder and submitting consistent, clean documentation.
3. High-Risk Product Categories
Certain commodities are inherently considered higher risk. These often include:
- Electronics and high-value goods.
- Pharmaceuticals and medical supplies.
- Chemicals and industrial machinery.
- Textiles and apparel (due to classification complexity).
- Perishables (due to potential health risks).
In South Africa, the risk increases further if products are subject to permits, licenses, or sanitary regulations, which are strictly monitored.
4. Country of Origin or Export
Shipments originating from or heading to certain countries may be scrutinised more due to:
- Trade sanctions.
- Known fraud patterns.
- Political instability.
- Non-compliance history.
Intra-Africa shipments, while critical to trade, often face challenges around inconsistent customs enforcement and lack of harmonised documentation, triggering inspections at various border points.
5. Random Selection (Red Channel)
Sometimes, customs authorities simply select shipments at random to maintain the integrity of their inspection programs. SARS, for instance, uses a traffic light system:
- Green: Cleared without inspection.
- Orange: Document check required.
- Red: Physical inspection of cargo. (These selections may be random or based on system triggers.)
6. Suspicious Transaction Patterns
A customs system might flag a shipment for inspection if it shows signs of:
- Unusually low declared value.
- Inconsistent shipping routes.
- Frequent under-declarations from the same company.
- Payments from high-risk banking jurisdictions.
Inter-Sped’s Role: We advise clients on best practices for valuations and compliance to reduce the appearance of risky behavior. (Follow our LinkedIn page to stay updated).
Types of Customs Inspections
Understanding the different levels of inspection can help businesses prepare:
1. Document Review (Desk Check)
Officials verify the paperwork without touching the cargo. Common with orange channel flags.
2. Physical Inspection (Cargo Check)
Customs officials open the container or package to check the actual goods. This may include:
- Verifying product descriptions and quantities.
- Checking packaging or labeling.
- Ensuring compliance with permits.
3. Scanning or X-Ray Inspection
Some ports and border posts in South Africa and Sub-Saharan Africa use scanning systems to non-invasively inspect cargo.
4. Sampling and Testing
For chemicals, foodstuffs, or pharmaceuticals, customs may take samples for laboratory testing before release.
Impact of an Inspection
Inspections can lead to:
- Delays of several hours to several weeks.
- Additional costs for storage, demurrage, or labour.
- Potential reclassification or seizure of goods.
- Penalties or fines for non-compliance.
- Damage to goods (especially in the case of improperly handled perishables).
How We at Inter-Sped Help You Navigate Customs Risks
At Inter-Sped, we don’t just move freight, we actively work to protect your cargo and your compliance reputation. Here’s how:
1. Pre-Clearance Documentation Support
Our team ensures that all paperwork is complete, accurate, and matched to the correct HS codes and tariff lines, reducing triggers for inspection.
2. Real-Time Customs Monitoring
We monitor SARS’s customs system and port/border clearance platforms to detect delays or inspection alerts early, enabling quick response.
3. Support With Border Posts and International Customs
Inter-Sped operates in multiple African countries and has longstanding relationships with customs brokers, allowing smoother navigation of high-risk zones.
4. Temperature-Sensitive & Time-Critical Cargo Expertise
For clients moving pharmaceuticals, perishables, or medical goods, we offer compliant cold-chain solutions with backup documentation and packing protocols, critical for avoiding inspection issues.
5. Risk Mitigation Through Education
We help clients understand common pitfalls and train them on customs-friendly documentation and labeling practices.
How to Avoid or Reduce the Likelihood of Inspections
While you can’t completely eliminate the risk, you can greatly reduce the chances of a customs inspection by:
- Declaring true and accurate values.
- Using correct HS codes.
- Avoiding vague product descriptions.
- Working with a trusted freight forwarder.
- Keeping consistent transaction patterns.
- Ensuring permit/licensing compliance where applicable.
- Being transparent and well-documented, especially as a new importer.
Stay Prepared, Stay Compliant
Customs inspections are a necessary part of global trade, helping to enforce laws and protect markets. But for businesses, they can represent a significant challenge, both financially and operationally.
By understanding what triggers inspections and how to proactively mitigate those risks, you can keep your cargo moving and your business running smoothly. And with a strategic partner like Inter-Sped, you don’t have to navigate these complexities alone.
We combine local insight, global reach, and decades of customs clearing experience to help you trade with confidence, no matter where your goods are coming from or going to.
