Documents Required for Customs Clearance in Indonesia

Documents Required for Customs Clearance in Indonesia

Navigating the customs clearance process in Indonesia can be a complex task, requiring meticulous preparation and a thorough understanding of the necessary documentation. For businesses and individuals alike, ensuring that all required documents are in order is crucial to avoid delays and complications. Here, we provide an exhaustive guide to the documents required for customs clearance in Indonesia to facilitate a smooth and efficient clearance process.

1. Import Declaration (PIB)

The Import Declaration (PIB) is the primary document needed for the customs clearance of imported goods in Indonesia. This document must be submitted electronically via the Indonesia National Single Window (INSW) portal. It contains detailed information about the importer, the goods being imported, their value, and other pertinent details.

2. Bill of Lading or Air Waybill

The Bill of Lading (B/L) for sea shipments or the Air Waybill (AWB) for air shipments serves as proof of shipment and receipt of goods. This document, issued by the carrier, details the type, quantity, and destination of the goods being shipped. It is essential for verifying the movement of goods and is required for customs clearance.

3. Commercial Invoice

A Commercial Invoice is a critical document that provides a detailed description of the goods, including their value, weight, dimensions, and terms of sale. This invoice is used by customs officials to assess duties and taxes. It must include accurate information to avoid discrepancies during the clearance process.

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4. Packing List

The Packing List itemizes the contents of each package within the shipment. It includes details such as the quantity, description, and weight of the goods. This document helps customs officials in inspecting the shipment and ensures that the contents match the information provided in the Import Declaration and Commercial Invoice.

5. Certificate of Origin

The Certificate of Origin (CO) certifies the country where the goods were manufactured or produced. This document is often required to determine the applicable tariffs and can sometimes qualify the goods for preferential duty rates under trade agreements.

6. Insurance Certificate

An Insurance Certificate provides proof of insurance coverage for the goods being shipped. This document is crucial for mitigating risks associated with the transportation of goods and may be required by customs to ensure that the shipment is adequately insured.

7. Import License

Certain goods may require an Import License or Permit issued by relevant Indonesian authorities. This license indicates that the importer has authorization to bring specific goods into the country. It is often required for regulated items such as pharmaceuticals, chemicals, and electronics.

8. Specific Certificates for Regulated Goods

For certain regulated products, additional certificates might be necessary. These can include:

  • Health Certificates for food products and pharmaceuticals
  • Phytosanitary Certificates for plants and plant products
  • Veterinary Certificates for animal products
  • Radiation Certificates for electronic devices

These certificates ensure that the products comply with Indonesian health, safety, and environmental regulations.

9. Importer Identification Number (API)

The Importer Identification Number (API) is a mandatory registration number for businesses importing goods into Indonesia. There are two types of API:

  • API-U (General Importer Identification Number): For importers who import goods for trading purposes.
  • API-P (Producer Importer Identification Number): For manufacturers who import goods for their own use in production processes.

The appropriate API must be obtained before initiating the import process.

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10. Tax Identification Number (NPWP)

An NPWP (Nomor Pokok Wajib Pajak) is the tax identification number required for all importers in Indonesia. This number is used for tax reporting and is essential for the customs clearance process.

Read More: Indonesian Import Taxes & Customs Regulations

11. Payment Proof for Import Duties and Taxes

Before goods can be cleared through customs, importers must pay the applicable import duties and taxes. Proof of payment, typically in the form of a bank receipt or an electronic payment confirmation, must be presented to customs officials.

12. Import Value Added Tax (VAT)

Importers are required to pay Value Added Tax (VAT) on imported goods. This is typically calculated based on the CIF (Cost, Insurance, and Freight) value of the goods. The VAT rate and payment proof must be documented and submitted.

13. Import Duty Payment

Import duties are calculated based on the HS Code (Harmonized System Code) of the goods. Importers must ensure they have the correct duty rates and provide payment proof as part of the customs clearance documentation.

14. Legalized Letter of Authorization

If the customs clearance process is handled by a customs broker or a representative, a Letter of Authorization must be provided. This letter, duly notarized, authorizes the representative to act on behalf of the importer.

15. Inspection Report

For certain goods, an Inspection Report from a recognized inspection agency may be required. This report verifies the quality, quantity, and conformity of the goods to specified standards.

16. Import Prohibition and Restriction List

Importers must ensure their goods are not on Indonesia’s Import Prohibition and Restriction List. Certain items may be banned or restricted, requiring special permits or licenses for importation.

17. Free Trade Agreement (FTA) Documentation

If the goods are eligible for preferential tariff treatment under a Free Trade Agreement (FTA), the appropriate FTA documentation must be provided. This often includes certificates like the ASEAN Trade in Goods Agreement (ATIGA) Form D.

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18. Other Specific Requirements

Depending on the nature of the goods and the regulations in force at the time of importation, additional documents might be required. These could include environmental impact assessments, compliance certificates, and other regulatory documents.


Ensuring that all documents required for customs clearance in Indonesia are meticulously prepared and accurately presented is essential for a smooth import process. By understanding and fulfilling these documentation requirements, importers can significantly reduce the risk of delays, fines, and other complications. Thorough preparation and adherence to Indonesian customs regulations will facilitate a seamless clearance process, allowing goods to enter the country efficiently and legally.

Indonesia Customs website here.
Collection of Indonesia customs consultations here.

Topic: customs clearance Indonesia, import documents Indonesia, Indonesian customs, import regulations, customs paperwork, shipping Indonesia, import clearance, customs process, Indonesian import requirements, import guidelines Indonesia

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