An Importer of Record (IOR) is a person or entity tasked with ensuring that imported goods meet all regulatory requirements of the destination country. The IOR’s role is crucial for businesses engaged in international trade, as it ensures that shipments are legally processed and delivered.

This article addresses the roles and responsibilities of IORs, and how businesses can leverage their expertise to navigate complex import regulations.

Why do companies use an importer of record?

Companies use IORs to ensure efficiency and compliance in international trade. They rely on an IOR’s expertise in local laws and regulations to help them fulfill complex customs requirements and avoid the legal risks of non-compliance. 

IORs manage essential paperwork, such as customs forms, permits, BoLs, and AWBs, helping streamline supply chain management, cut delays, and control costs. They are accountable for any potential fines or penalties resulting from non-compliance, such as incomplete forms or failure to pay duties. By using an IOR, companies can focus on their core activities with the assurance that their shipments are being managed by an expert familiar with local laws. 

Roles and responsibilities

Key duties of an IOR include:

Regulatory and product compliance

With legal recognition and specialized logistics expertise in the destination country, IORs ensure that all import processes are conducted per local laws. They also verify that the products meet the destination country’s specific safety, labeling, and environmental standards, and are classified correctly for tariff purposes. 

Documentation and record-keeping

The IOR is responsible for arranging and submitting the necessary paperwork to customs authorities, including packing lists, certificates of origin, and commercial invoices. They must maintain detailed records of all imports for a specific period as per local laws. This facilitates audits and ensures transparency.

Duties, taxes, and customs clearance

IORs calculate and pay all applicable duties, taxes, and fees related to imported goods, ensuring adherence to the destination country’s relevant regulations and a smooth import process. They often have customs brokers on hand at import points to ensure the goods are cleared through customs without complications. 

Risk mitigation

The IOR helps minimize financial and legal risks of non-compliance, including fines, penalties, and costly delivery delays. By ensuring smooth import processes, IORs mitigate potential disruptions to the supply chain, protect the company against legal liabilities, and safeguard its reputation. 

Cost management

By ensuring efficient customs clearance, advising on economical shipping routes and methods, and leveraging preferential trade agreements, IORs help companies cut costs where possible.

Who can be an IOR?

An IOR can be:

• Business entities in the destination country: A company registered in the destination country can act as the IOR to import goods, as it is familiar with local customs regulations and procedures.

• Individuals: An individual, such as the consignee, may serve as the IOR, particularly for personal shipments. However, this is less common in large-scale commercial transactions.

• Customs brokers: Licensed customs brokers may take on the role of IOR as they are experts at navigating customs procedures and regulations.

• Specialized IOR service companies: These companies offer dedicated, comprehensive IOR services, handling end-to-end compliance.

• Foreign exporters: In some cases, foreign exporters may assume the role of an IOR, particularly when they have established relationships with local entities or customs brokers in the destination country. They must also already have a presence within the destination country.  

Importer of record vs. exporter of record (EOR)

• The IOR handles all local requirements once the goods arrive at the destination, while the EOR oversees compliance with export laws in the origin country. 

• Similar to an IOR, the EOR may be the seller, buyer, or a third-party service provider.

• The IOR assumes legal responsibility for the goods once they arrive at the destination, while the EOR assumes responsibility up until the goods leave the origin country.

• The IOR handles import documentation and pays import duties, taxes, and fees, while the EOR is responsible for export-related costs and documentation.

The process involving an IOR

An IOR must follow these essential steps to ensure smooth entry of goods:

• Register as a legal entity in the importing country and obtain an importer ID. 

• Gather and prepare all necessary customs documentation, including import forms, power of attorney to authorize a customs broker, and specific permits and licenses. 

• Accurately classify the goods using HS/HTS codes and ensure correct valuation. 

• Pay the required duties and taxes and ensure all compliance requirements are met. 

• Coordinate with customs authorities to clear the goods for entry, and pay any applicable fees.