By Luis Lopez, AI transportation consultant, CEO of Go Hub.io Holdings Corp and subsidiaries, and host of the Freight Guru Podcast
Few things disrupt an import schedule like a customs exam. A container that was supposed to be delivered this week sits on hold, the trucker cannot pull it, storage charges keep running, and the importer is left asking what happened and when it will end. Exams are a normal part of importing into the United States, and no importer is immune. Knowing how they work, who pays, and what you can control makes them far less painful.
Here are ten things every importer should understand about U.S. Customs and Border Protection exams.
1. Any Shipment Can Be Selected
CBP selects shipments for examination using risk-based targeting and, in some cases, random selection. Factors can include the commodity, country of origin, shipper and importer history, data quality, and enforcement priorities. A clean compliance record helps, but it does not guarantee a shipment will never be examined. Plan for the possibility rather than treating every exam as a sign of wrongdoing.
2. There Are Different Types of Exams
Exams range from quick scans to full unloading. The common types are:
- Non-intrusive inspection: the container is scanned with X-ray or gamma-ray imaging equipment, often called a VACIS or NII exam, without being opened. If the image looks consistent with the declared cargo, the container may be released.
- Tailgate exam: CBP officers open the container doors, usually at the terminal, and inspect the cargo visible at the rear, sometimes removing a portion of it.
- Intensive exam: the container is moved to a centralized examination station, where the cargo is unloaded, partially or fully, and inspected in detail before being reloaded.
A shipment may also be held by other government agencies, such as those overseeing food, agricultural products, or consumer product safety, which have their own inspection requirements.
3. A Scan Can Lead to a Deeper Exam
Exams often escalate. If an X-ray image raises questions, or if a tailgate exam finds something that does not match the paperwork, CBP may order an intensive exam. Each step adds time and cost. Accurate, consistent documentation is the best way to keep a quick check from becoming a full devanning.
4. Centralized Examination Stations Are Private Facilities
A centralized examination station, or CES, is a privately operated facility where cargo is made available for CBP inspection. The CES operator unloads the container, presents the cargo to officers, and reloads it afterward. Because these are private businesses, they charge for their labor and handling. Scheduling at a CES depends on the operator’s capacity and CBP staffing, which is one reason intensive exams can take longer than importers expect.
5. The Importer Generally Pays the Costs
The importer is generally responsible for the costs associated with an exam. That can include the exam-related handling charges, the drayage to and from the examination station, terminal and CES storage, and any additional demurrage or detention that builds up during the hold. These costs are not usually recoverable from CBP, even when the exam finds no problem. Importers should budget for exams as an occasional cost of doing business.
6. Holds Affect Demurrage and Free Time
This is where exams get expensive. While a container sits on a customs hold, the terminal’s free time typically keeps running, and once it expires, demurrage begins to accrue. If the container is moved to a CES, the carrier’s equipment is out longer, which can lead to detention charges as well. Policies vary by terminal and carrier, so read your contracts and tariffs. For the difference between the two charges, see demurrage vs detention, and if you believe charges were applied unfairly, see how to dispute demurrage and detention charges.
7. Your Customs Broker Is Your Main Point of Contact
A licensed customs broker usually files the entry, receives the hold notifications, and coordinates with CBP, the terminal, the CES, and the trucker. A good broker will tell you what type of exam was ordered, explain what CBP needs, and help you respond quickly to any requests for information. Make sure your broker has current contacts for your team and that someone can answer questions about the cargo promptly. Delays in responding only extend the hold.
8. Documentation Accuracy Matters More Than Anything
Many exam problems trace back to documents. Commercial invoices with vague descriptions, packing lists that do not match the container contents, incorrect quantities, or inconsistent values between documents all make a shipment look riskier. Before cargo ships, confirm that:
- Product descriptions are specific and match how goods are classified.
- Quantities, weights, and package counts agree across the invoice, packing list, and bill of lading.
- Country of origin is correct and supported.
- Values are consistent and reflect the actual transaction.
- Required permits or other agency documents are ready.
Tools that assist with classification and entry preparation can help catch inconsistencies early; see AI for customs classification and entry prep. They still need review by a licensed broker or trained compliance staff.
9. ISF Filing Is Part of the Picture
For ocean shipments into the United States, the Importer Security Filing, often called ISF or 10+2, must be submitted before the cargo is loaded on the vessel at the foreign port. ISF data feeds CBP’s risk assessment. A late, incomplete, or inaccurate ISF can lead to penalties and can increase the chance that a shipment receives extra scrutiny. Coordinate with your supplier, forwarder, and broker so ISF data is accurate and filed on time, and update it if details change.
10. You Can Plan for Exams Without Controlling Them
You cannot choose whether your shipment is examined, but you can reduce the impact:
- Build a buffer into delivery schedules for time-sensitive goods.
- Track holds daily so you know immediately when a container is selected.
- Work with a trucker that is experienced with exam moves and CES appointments.
- Avoid packing containers in ways that make unloading and reloading difficult.
- Keep a clean compliance history, which supports a lower-risk profile over time.
Understanding the full sequence of an import move helps too; the import container move step by step shows where exams fit alongside release, pickup, and delivery.
The Bottom Line
Customs exams are a routine part of importing, and the importer usually bears the cost and the delay. The best defense is accurate documentation, timely ISF filing, a responsive customs broker, and schedules that allow for the occasional hold. Importers who understand exam types and how holds interact with free time and demurrage are in a much better position to keep the cost of an exam from multiplying.
For more conversations on freight and AI, subscribe to the Freight Guru Podcast.
About the author: Luis Lopez is a Miami-based AI transportation consultant and logistics entrepreneur, the CEO of Go Hub.io Holdings Corp and subsidiaries, and host of the Freight Guru Podcast.
