Looking to import high-technology capital equipment into the UK from a country outside of the UK for use in your factory?
The importation process can already be a tricky web of documentation and processes. But it becomes even more complex when you add high-technology equipment into the mix.
That’s because high-technology capital equipment must adhere to multiple regulatory requirements to ensure compliance with UK laws and international trade agreements.
However, understanding and correctly handling the required documentation upfront will save you much time, costs and headaches down the line.
In this guide, we’ll break down the essential documentation and certifications you’ll need for importing high-technology capital equipment into the UK.
Before You Start
High-technology capital equipment frequently falls under industry-specific regulations and requirements.
So, before you start the importation process, you’ll need to research which regulations and requirements apply and gather the required documentation to prove compliance:
- Regulatory compliance: Including UK laws and international trade agreements around safety standards, environmental regulations and quality certifications.
- Industry standards: Any applicable industry-specific standards, including ISO certifications.
Next, check if the equipment is subject to any import restrictions, and the rules surrounding them. For example, some items might need special permits or licenses for importing.
You can use the UK Trade Tariff to find the commodity code for your goods. This helps you not only check import restrictions but also determine customs duties and taxes.
Notably, semiconductor equipment imports (including equipment used for the manufacture of semiconductor devices, electronic integrated circuits, flat panel displays, parts and accessories) are duty-free.
Finally, if you aren’t already registered as an importer in the UK, you’ll need to obtain an Economic Operator Registration and Identification (EORI) number.
This number is essential for customs declarations and is used to track and register your business as an importer within the EU and UK systems. You can learn more about how to apply for and obtain an EORI number via the Gov website here.
Commercial Invoice
Even if you’re importing equipment for internal use and not for resale, you need a commercial invoice.
Your commercial invoice helps customs authorities determine import legitimacy, assess duties and ensure compliance with trade regulations. It should include:
- A detailed description of the equipment being imported (including model numbers, specifications and unique identifiers)
- Equipment value (this is for assessing customs duties and taxes)
- Reason for import (clarify that you’re importing equipment for internal use and not for resale, for research and development, for testing purposes, or other)
- Shipping details (including sender’s and receiver’s address, method and terms of delivery)
Packing list
A detailed packing list helps customs officers verify the contents of your shipment and ensure it matches the commercial invoice.
List out the contents of each package you’re importing, including:
- A description of each item in the shipment
- The quantity of each item
- The weight of each package and the shipment as a whole
- The dimensions of each package (length, width and height)
- Unique identifiers or numbers for tracking and verification
Bill of Lading/Airway Bill
The Bill of Lading (for sea freight) or Air Waybill (for air freight) serves multiple purposes.
First, it serves as a receipt provided by the carrier to the shipper that acknowledges goods have been received for transportation. Second, it establishes the terms and conditions of transport. Third, it confirms ownership and control of equipment during transit (essential for claiming goods upon arrival).
It should include:
- Type and quantity of equipment
- The shipment’s destination
- Transportation method and any relevant details (e.g., vessel name or fight number)
- Consignee contact details
This document is essential for tracking the shipment, resolving any issues during transit and ensuring that the goods are delivered to the correct recipient.
Customs Declaration Form
You’ll need to use a Customs Declaration Form (also known as the C88 or Single Administrative Document (SAD)) to declare the imported equipment to UK customs.
This form ensures your equipment is legally compliant and correctly processed through customs.
You’ll need to fill out several sections on the form, including:
- Description and tariff classification
- Value of goods
- Consignor and consignee information
- Country of origin and destination
- Shipping details
- Customs procedure code (CPC)
- Declarations and certifications
Ensure all information you provide in your Customs Declaration Form matches the details in your accompanying documentation. Otherwise, you could face customs inspections and delays, duty reassessments, shipment seizures, and even fines and legal action.
Certificate of Origin
The Certificate of Origin (CoO) is a legal requirement for importing equipment into the UK. It declares the country where the equipment was manufactured or produced, and is essential for customs and trade.
The UK has various trade agreements with different countries, which can affect import duties and taxes. So, the country of origin (stated on the CoO) can significantly influence the duty rate applied to your equipment based on trade agreements between the stated country and the UK.
If the equipment comes from a country with a favourable trade agreement, you may benefit from reduced duty rates.
The certificate should be supported by other documentation that proves its origin, such as production records, invoices and shipping documents.
Licenses and certifications
For certain types of high-technology capital equipment, you’ll need to possess specific licenses and certificates before you can import them.
Import licenses are typically required for equipment that could pose a risk to health, safety, security or the environment. This includes medical, aerospace, biotech and pharmaceutical equipment.
Importantly, you’ll also need to ensure the equipment has a valid UKCA or UKNI mark before import.
UKCA is the required product marking for products, equipment and machinery being imported into Great Britain (England, Wales and Scotland), while UKNI applies to Northern Ireland. You can learn more about complying with UKCA marking while importing capital equipment in our blog here.
Health and Safety Documentation
Higher-risk, high-technology capital equipment often needs to comply with specific health and safety standards for import into the UK.
And non-compliance can result in significant delays, financial penalties and even the rejection of your shipment.
Here’s some of the relevant documentation you might need to prove that the equipment is safe for use and complies with regulatory standards:
- ISO certifications: These can include ISO 9001 for quality management systems and ISO 45001 for occupational health and safety
- Electrical safety standards: For electrical equipment, proof of compliance with standards like BS EN 61010 might be required.
- Declaration of Conformity: Official proof that the equipment meets required regulatory requirements.
- Technical file: A collection of documents detailing the design, manufacture and operation of the equipment and demonstrating that equipment has been designed and manufactured in compliance with relevant standards.
- Test reports and certificates: Reports and certificates from accredited testing laboratories that confirm equipment meets specific safety standards.
- Risk assessments: A detailed analysis identifying potential hazards and the measures taken to mitigate these risks.
- User manual and safety instructions: Comprehensive instructions for safe installation, operation and maintenance.
Import Capital Equipment with Confidence
At IES, we have decades of experience transporting and importing capital equipment into the UK for high-technology manufacturers worldwide.
We can handle the entire process from start to finish, from de-installing, packing, and shipping your equipment to customs clearance, transport to your facility, and installation.
Get in touch to discuss your requirements
