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Why Do Product Descriptions Matter for International Shipping?

A clear and accurate product description is an important part of international shipping.

Customs authorities use written descriptions to understand what is being shipped and to help process the shipment correctly. An HS Code helps classify the product, but it does not replace the need for a clear written description on the applicable customs documentation.

Both the Canada Border Services Agency (CBSA) and U.S. Customs and Border Protection (CBP) require descriptions to be clear, concise, and specific enough to identify the goods.

Why is the product description important?

An accurate description helps customs authorities understand the goods being imported or exported.

It can support:

  • customs classification
  • assessment of applicable duties and taxes
  • identification of applicable import or export requirements
  • customs review and clearance
  • matching the goods to the information provided on the shipment

Incomplete or vague descriptions can result in requests for additional information and may contribute to customs delays.

Is an HS Code enough?

No.

An HS Code identifies the tariff classification of a product, while the written description explains what the product actually is.

For shipments entering the United States, CBP requires commercial documentation to include an adequate merchandise description in addition to the applicable tariff classification information.

For more information about classifications and ShipTime’s automated lookup feature, see How Does Automated HS Code Lookup Work in ShipTime?

What descriptions should I avoid?

Avoid broad or generic terms that do not clearly identify the contents.

Examples include:

Avoid Better Description
Kit Bicycle tire repair kit with rubber patches and adhesive
Parts Cast iron automotive brake rotor
Tool box Steel tool box containing hand tools
Accessories Plastic phone case and glass screen protector
Samples Shampoo samples
Electronics LED computer monitor
Merchandise Describe the actual item being shipped

CBSA and CBP both specifically identify many generic descriptions as unacceptable unless additional details are provided.

What should a good product description include?

Your description should identify the product clearly in plain language.

Depending on the item, useful details can include:

  • what the item is
  • material or composition, when relevant
  • intended use or function, when helpful
  • type, model, size, or other identifying details, when relevant
  • condition, particularly if the goods are used rather than new

CBSA specifically advises identifying goods as used when applicable.

Examples of clear product descriptions

Instead of:

Plastic container

Use:

2 L plastic food storage container

Instead of:

Parts

Use:

Cast iron automotive brake rotor, 320 mm

Instead of:

Accessories

Use:

Plastic phone case and glass screen protector

Other examples include:

  • men’s cotton T-shirt, size L, short sleeve
  • plastic battery-operated toy car
  • aluminum LED display
  • steel hand tools
  • dry dog food, chicken and rice formula
  • stainless steel kitchen utensil

The goal is to describe the actual goods rather than relying on a category, brand name, internal product code, or vague term.

Should I include the material?

Include the material or composition when it helps clearly identify or classify the product.

Examples:

  • cotton T-shirt
  • stainless steel water bottle
  • plastic children’s toy
  • leather handbag

For some products, material can affect customs classification, so providing it can be especially helpful.

Should I mention if an item is used?

Yes. If the goods are used, refurbished, or otherwise not new, include the applicable condition when completing the customs information.

For example:

Used cotton jacket

rather than simply:

Jacket

CBSA specifically states that goods are generally assumed to be new unless they are identified as used.

Are there character limits for product descriptions in ShipTime?

Yes. The amount of text accepted can vary depending on the courier and service being used.

ShipTime will limit the description field according to the requirements of the selected service. Because space may be limited, use a description that is specific but concise.

[INTERNAL REVIEW – Confirm current ShipTime character limits for DHL, FedEx, Purolator, Canada Post, and UPS before publishing. Add the carrier table only if the current limits are confirmed.]

Can I use a brand name or product code?

A brand name, SKU, model number, or internal product code should not be used by itself as the product description.

For example:

ABC-452

does not clearly identify the goods.

A better description would be:

ABC-452 stainless steel kitchen knife

where permitted for the product being shipped.

Both CBSA and CBP advise that brand or trade names alone are not sufficient descriptions.

What if my description is too long for the carrier?

Focus on the details that most clearly identify the item.

Prioritize:

  1. what the item is
  2. the material, if relevant
  3. the main use or identifying characteristic

Avoid unnecessary promotional wording, internal notes, or information unrelated to identifying the goods.

Helpful customs resources

For additional guidance, you can review:

  • CBSA – Detailed Commodity Descriptions
  • CBP – Examples of Unacceptable vs. Acceptable Cargo Descriptions

If you have questions about entering product information while creating an international shipment, contact our Heroic Support™ team and we can help you review the information required in ShipTime.

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