Essential Guide to Navigating Japan’s Customs: Preparing Documentation & Import Readiness

Understanding Japan’s complex customs regulations is crucial for your success in Japan. Regulations can be overwhelming, and even small errors in documentation can mean delays, fines, or worse: failed shipments. You’re not alone—and you don’t have to figure it out solo. 

In this guide, we’ll walk you through the necessary steps when preparing your documentation for shipment, so you can ensure a smooth entry into the Japanese market.

Your Roadmap to Smooth Customs Clearance

Understand Japan’s Import Regulations  

Japan has strict laws and regulations governing imports, including the Customs Law and the Product Safety Law. Proper documentation is vital in adhering to these regulations, as failure to comply can result in repercussions.

Working with an Attorney of Customs Procedure (ACP) and/or an Importer of Record (IOR) in Japan can provide support in navigating the complex regulations specific to your products. They can help ensure your products comply with Japan’s import laws. Learn more about ACP and IOR here.

Preparing to Import into Japan: Documentation Overview  

When preparing to import into Japan, the following key documents are required for each step of the process:

Step 1: Is Your Product Allowed in Japan?  

Before initiating the import process, it’s essential to determine whether your product is eligible for entry into Japan. This step identifies if your product falls under any regulated category and whether any certifications, testing, or registrations are required. Conducting this check can not only inform you on the best steps for your product category, but can also reduce the risk of application rejection, delayed communications with Japanese governing bodies and unexpecting regulatory steps such as testing or additional certification. Conducting a check like this ensures you’re prepared for the necessary documentation and compliance procedures.

Documents needed:

• Product Details: Includes product name, ingredients/components by percentage, usage, etc. This helps determine whether your product is eligible for import and whether it falls under any regulated categories.

Step 2: Start Your Compliance Process Early

Once product eligibility is confirmed, the next step is to register your product and begin the import application process. This step is especially important for regulated categories, where documentation must be submitted to relevant authorities or regulatory bodies in Japan before shipping processes are started. Even for non-regulated products, detailed product information must be filed to establish transparency and traceability in the import process. Working closely with your Importer of Record (IOR) ensures that all requirements are met and that your product is cleared for entry into the Japanese market.

Documents needed:

• Product Certifications/ Test Reports: Required for regulated products. Ensure any mandatory certifications are in place (e.g., Certificate of Conformity for PSE , Food Sanitation Law compliance for kitchenware, safety data sheets, etc.).
• Detailed Product Information: A more comprehensive product specification document than what’s submitted in the eligibility check.
• Manufacturer Information: Details of the manufacturer, including name, address, and manufacturing location. Certain categories, such as medical devices, require manufacturing flow processes.
• Compliance Label: Your IOR will create this based on regulatory requirements.

Step 3: Assigning Your Legal Customs Representative (ACP)

To legally import goods into Japan, an Attorney for Customs Procedures (ACP) must be designated. Your ACP acts as your legal representative for customs-related matters in Japan. This application is typically submitted alongside the import application to ensure all import rights and responsibilities are properly assigned.

Documents needed:

• Company Registration Certificate: Proof of your company’s legal status.
• Product Listings or Line Sheet: Overview of the products you intend to import, along with the intended sales destination. For products intended to be sold on online marketplaces, such as Amazon Japan or Rakuten,  screenshots of product listings are required. For B2B sales,  a price list and sales contract between the brand and distributor/retailer would be needed.
• For eCommerce Sellers: Details on your seller information is required under the Specialized Commercial Transactions Act. Depending on where you sell, you need to supply a copy or screenshot of your Seller Info Page or Impressum Pages. The information must include Company Name, Address, Phone Number and Point of Contact of the company. 

Note: Steps 2 and 3 often happen in parallel, and the process can take time depending on your product category and regulatory requirements. Only after both are approved can you proceed to the import preparation stage.

Step 4: Final Preparation Before Shipping  

Once your import registration and ACP application for your products are approved, it’s time to prepare your shipment for import. At this stage, accuracy and consistency across all documentation are essential. Any mismatch between documents can trigger customs delays or rejections. Working closely with your ACP, IOR, and logistics partner ensures that your shipment is properly declared and ready for smooth customs clearance.

Documents needed:

• Packing List: Must be detailed and match the shipment’s contents exactly.
• Commercial Invoice: Your ACP will need this document to confirm your shipment contents.
• Import Shipping Invoice (Created by your ACP):  Must clearly list product prices, country of origin, product descriptions, and HS codes. In many cases, a screenshot of your retail listing is required as proof of declared value. This document must be created by your ACP and is the only document that will be accepted in Japan for Customs Clearance.
• Declared Import Value: Must be submitted for each product and must match your retail listings. Mismatches or incorrect information may result in Japan Customs assigning their own value to your products.

Note: Once these documents are ready, you can work with your ACP to submit the documents to Customs, along with the ACP Notification and any other necessary supporting documents.

How to Prepare These Documents  

• Collect Accurate Product Information: Include full specifications, origin, and product values.
• Verify All Data: Avoid common mistakes such as pricing inconsistencies, as it can lead to customs delays or fines.
• Confirm Compliance: Ensure all documentation complies with Japanese import laws.

Partnering with a skilled ACP can simplify your import process by ensuring your documents are in order and identifying the correct tariff codes and HS codes for your products. Their expertise in Japan’s regulations helps ensure smooth customs clearance. Learn more about how an ACP can support you in our blog on Why You Need an ACP & IOR, and What They Do for You.

Next Steps  

• Select a Trusted ACP/IOR: Choose partners based in Japan who have proven experience supporting international brands.
• Submit Documents for Review: Share your files with your ACP and review each item carefully.
• Build in Processing Time: Regulated categories can take longer to approve, so plan accordingly.
• Coordinate with Your Logistics Partner: Ensure your logistics provider has the correct documentation to prevent shipping delays.

Don’t go it alone—COVUE is here to help! 

With our deep knowledge of Japan’s market entry processes, we help businesses like yours successfully navigate the complexities of customs, compliance, and logistics. Reach out to us today and let our experienced team support you every step of the way! We ensure smooth, efficient, and successful market entry. Trust COVUE to be your partner in achieving a seamless and impactful expansion into Japan.