Get Ready for January 2025: New Entry Summary Declaration Rules

As of January 31, 2025, businesses importing goods into Great Britain will be required to submit Entry Summary Declarations (ENS) before their goods arrive. This new requirement, part of the S&S GB (Safety & Security) regulations, is aimed at enhancing border security and ensuring the smooth flow of trade. Failing to comply with these regulations can result in delays, fines, or even legal penalties, making it crucial for businesses to adapt to these changes in a timely manner.

What are Entry Summary Declarations (ENS)?

An Entry Summary Declaration (ENS) is a customs document that must be submitted electronically to provide pre-arrival information about goods entering Great Britain. The ENS contains details about the shipment, including the consigner, consignee, type of goods, and the mode of transport. This data is used by customs authorities to conduct risk assessments before the goods enter the country, ensuring that any potential threats to safety and security are identified early.

The ENS must be submitted before the goods physically enter Great Britain, with the timeframe for submission varying based on the mode of transport. For example, goods arriving by sea need the ENS to be lodged 24 hours before loading, while those arriving by air need to have the ENS submitted at least four hours before arrival.

Why Are the Changes Happening?

The introduction of ENS in January 2025 is part of the UK's ongoing effort to align with global standards on border safety and security, following the EU's Withdrawal Agreement. These measures are designed to minimize risks such as smuggling, terrorism, and the illegal entry of goods into the UK. By requiring comprehensive data on imports ahead of arrival, customs authorities can carry out risk assessments in advance, allowing them to prioritize inspections and reduce the risk of unlawful trade activities.

Furthermore, the S&S GB regulations are an extension of similar EU safety and security requirements. While Great Britain initially postponed the adoption of these measures after Brexit, the January 2025 deadline reflects the final stage in the phased implementation of the Border Target Operating Model (BTOM), which outlines future customs and security controls.

Compliance Requirements for Importers

To ensure compliance with the Entry Summary Declarations (ENS) requirements, businesses must be prepared to submit declarations via an electronic system before their goods reach British ports. Here’s what businesses need to consider:

Electronic Submission: The ENS must be submitted electronically through a government-approved system, such as the UK’s Import Control System 2 (ICS2). This platform facilitates the submission of declarations, ensuring that customs authorities receive the necessary data promptly.
Timeframes: The ENS must be lodged within the specified timeframes depending on the mode of transport. For example, for goods arriving by sea, the ENS must be submitted at least 24 hours before the goods are loaded at the port of departure. For air freight, the declaration must be submitted four hours before the plane's arrival.
Data Requirements: Importers need to provide accurate data about the shipment, including the Economic Operator Registration and Identification (EORI) number, details of the consignee, and full descriptions of the goods. Inaccurate or incomplete data can lead to delays or penalties.
Customs Agent Assistance: Many businesses choose to work with customs agents or freight forwarders to ensure that declarations are submitted correctly and on time. Outsourcing this task can save time and reduce the risk of non-compliance.

Potential Penalties for Non-Compliance

Failure to comply with the ENS requirements can lead to a range of penalties for businesses, including:

Fines: Companies that do not submit the required ENS before the deadline may be subject to significant fines. The exact amount depends on the severity of the violation and the potential risk to border security.
Delays in Goods Processing: Without an ENS, goods may not be cleared to enter Great Britain. This can result in lengthy delays at the border, affecting supply chains and causing financial losses.
Inspection and Detention of Goods: Customs authorities may choose to inspect or detain goods that do not have the correct ENS documentation. This could lead to further delays and additional costs for businesses.

How to Prepare for the Changes

As the January 2025 deadline approaches, businesses should begin preparing now to ensure they can meet the ENS requirements. Here are some practical steps companies can take to ensure a smooth transition:

1. Review Current Systems

Businesses should review their existing customs processes to ensure they are equipped to handle the submission of Entry Summary Declarations. This includes ensuring that they have access to the necessary electronic systems for submitting ENS and that their internal processes can generate the required data in a timely manner.

2. Collaborate with Freight Forwarders or Customs Agents

Many businesses will rely on the expertise of customs agents or freight forwarders to manage the submission of ENS declarations. It is important to establish relationships with trusted providers who can ensure that the process is handled smoothly.

3. Training for In-House Teams

For businesses that manage customs declarations in-house, it is essential to provide training for staff to familiarize them with the new requirements. This includes understanding the timelines for submission, the type of data required, and how to use the relevant electronic platforms.

4. Ensure Compliance with Other Import Regulations

In addition to the new ENS requirements, businesses must continue to comply with other UK import regulations, such as the need for Import Customs Declarations (ICDs) and meeting product-specific regulations for goods entering the country.

External resources, like the UK government’s customs and international trade guidance, can provide useful information on all relevant regulations.

How to Submit an Entry Summary Declaration

The process for submitting an Entry Summary Declaration involves several key steps:

Gather Data: Collect all the necessary data for the shipment, including the EORI number, consignee details, goods description, and mode of transport. Ensure that the data is complete and accurate.
Use Approved Software: Submit the declaration using government-approved software. The UK government provides a list of authorized software providers that can be used to submit ENS electronically.
Submit on Time: Submit the ENS within the required timeframe, based on the mode of transport. Remember that late submissions can result in penalties.
Monitor Status: After submitting the ENS, businesses should monitor the status of their declarations to ensure that they have been accepted and cleared by customs authorities. If there are any issues with the submission, businesses should work to resolve them promptly.

Final Thoughts

The introduction of Entry Summary Declarations (ENS) in January 2025 marks a significant shift for UK importers, requiring compliance with stricter safety and security protocols. By understanding and implementing these changes proactively, businesses can avoid penalties and ensure smooth border processing.

For detailed information, visit HMRC's official guidance.

Additionally, using comprehensive customs compliance solutions like tradePhlo can streamline the ENS submission process, ensuring your business stays ahead of the new regulations and minimizes risks at the border.