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U.S. Customs Export Declaration Form: Complete Filing Guide

Filling customs export declaration form

U.S. Customs Export Declaration Form: Complete Filing Guide

The customs export declaration form — officially the Electronic Export Information (EEI), which replaced the paper Shipper’s Export Declaration (SED) — is the official record U.S. exporters must file with the federal government before most international shipments depart. Filing happens electronically through the Automated Export System (AES), specifically via the ACE AESDirect portal. Your immediate next step depends on where you stand:

Quick “must I file?” check:

  • Your shipment’s value exceeds the filing threshold for any single Schedule B commodity line — file EEI.
  • A validated export license, ITAR authorization, or 600-series ECCN applies — file EEI regardless of value.
  • Destination is Canada with no license required — generally exempt; annotate with NOEEI 30.36.
  • Value is at or below the filing threshold per Schedule B line, no license required, non-Canada destination — likely exempt; annotate with NOEEI 30.37(a).

If you must file, your first action is to confirm the correct Schedule B number for each commodity, then register for an ACE Exporter Account at AESDirect. If you qualify for an exemption, document the applicable NOEEI citation on your commercial invoice and bill of lading before the shipment moves.

Key Takeaways

Accurate EEI filing through AES/AESDirect, with a valid ITN delivered to the carrier before departure, is the legal and operational foundation of every compliant U.S. export.

Point Details
Filing threshold EEI is required when any single Schedule B line exceeds $2,500, or whenever an export license applies.
File via AESDirect Register for an ACE account, enter EEI data, submit, and receive an ITN before the carrier’s cutoff.
Exemptions need annotation Exempt shipments must carry a NOEEI citation (e.g., NOEEI 30.37(a) or 30.36) on commercial documents.
Retain records for five years Keep ITNs, EEI records, invoices, and supporting documents for five years from the export date.
Worldwideexpress Provides customs brokerage and freight forwarding with integrated EEI/AES filing support for U.S. exporters.

Table of Contents

The obligation to report export shipments traces directly to Title 13 of the U.S. Code, which authorizes the Census Bureau to collect trade statistics, and to 15 CFR Part 30, the Foreign Trade Regulations (FTR), which spell out exactly who must file, what data is required, and when. Together, these two authorities make EEI filing a legal requirement, not a best practice.

The U.S. Census Bureau administers EEI collection and publishes the official export trade statistics that flow from it. U.S. Customs and Border Protection (CBP) enforces the filing requirement at the border, using EEI data to screen shipments for export-control compliance and to compile manifest records. Both agencies rely on the same underlying data stream.

SED vs. EEI: how they relate

The paper Shipper’s Export Declaration, Form 7525-V and its companion Form 7525-V-ALT, served as the original export reporting instrument. AES replaced it as the primary channel, and the electronic record submitted through AES is now called the Electronic Export Information. The data elements are nearly identical; the delivery method is what changed. Paper SEDs remain available for certain carrier-based filings, but AES electronic filing is the standard for virtually all commercial exports today.

Feature Paper SED (Form 7525-V / 7525-V-ALT) EEI via AES/AESDirect
Filing method Physical form submitted to carrier Electronic submission through ACE AESDirect or certified software
Proof of filing Carrier retains form Internal Transaction Number (ITN) returned by AES
Preferred use Legacy/carrier-based workflows All commercial exports where AES is available
Data elements Exporter, consignee, Schedule B, value, license Same fields mapped to AES data schema
Regulatory basis Title 13 U.S.C.; 15 CFR Part 30 Title 13 U.S.C.; 15 CFR Part 30

The Internal Transaction Number is the critical output of a successful EEI filing. AES generates the ITN immediately upon acceptance, and that number is what the carrier needs before loading your freight. Think of the ITN as your filing receipt — without it, the shipment should not move.

When you are required to file EEI or SED

The filing threshold is based on value per individual Schedule B commodity line, not per shipment. A single shipment containing three Schedule B numbers could require EEI for one line and qualify for exemption on the other two, depending on each line’s value. Per the FTR and trade.gov EEI guidance, value for this purpose includes the selling price (or cost if not sold), plus inland freight, insurance, and other charges incurred to move the goods to the U.S. port of export.

Mandatory filing triggers — regardless of value:

  1. A validated export license is required for the commodity (BIS, DDTC, or other agency).
  2. The item is controlled under ITAR (International Traffic in Arms Regulations).
  3. The commodity falls under a 600-series ECCN on the Commerce Control List.
  4. The shipment requires a license exception that must be reported.
  5. The goods are subject to a U.S. government agency requirement to file EEI.

Destination-based exceptions:

  • Exports to Canada are generally exempt from EEI under NOEEI 30.36, unless a validated export license is required.
  • Shipments to U.S. territories such as Puerto Rico and U.S. Virgin Islands follow specific FTR rules distinct from foreign exports — check 15 CFR Part 30 for the applicable treatment.
  • USPS shipments have their own procedures: the postal service acts as the exporting carrier, and USPS-specific EEI rules apply for packages above the threshold.

Documenting an exemption correctly:

When a shipment qualifies for exemption, the FTR still requires you to annotate the commercial invoice, bill of lading, or air waybill with the applicable NOEEI citation. The two most common:

  • NOEEI 30.37(a): Value of the commodity is $2,500 or less per Schedule B line.
  • NOEEI 30.36: Shipment destined for Canada (no license required).

Carriers and freight forwarders will look for either an ITN or a NOEEI citation before accepting the shipment. Neither is optional.

How to file EEI through AES/AESDirect, step by step

ACE AESDirect is the free, government-provided web application for submitting EEI. It is operated by the Census Bureau and accessible through the ACE Secure Data Portal. Small and mid-volume exporters typically use AESDirect directly; higher-volume shippers often connect through certified third-party software or a value-added network (VAN). Port authority service centers are a third option for filers without their own system access.

Registration requirements:

  • A U.S. Employer Identification Number (EIN) or DUNS number is required to register.
  • The filer (U.S. Principal Party in Interest, or USPPI) must have a physical U.S. location.
  • Authorized agents (freight forwarders, customs brokers) may file on the USPPI’s behalf with a written power of attorney.
  • ACE account registration is completed at the CBP ACE portal; AESDirect access is granted within the ACE environment.

Required EEI data fields:

Data Field What to Enter
USPPI name and EIN Legal name and tax ID of the U.S. exporter
Ultimate consignee Name and address of the foreign buyer/recipient
Schedule B / HTS number 10-digit commodity classification number
Quantity and unit of measure Per Schedule B instructions
Shipment value Selling price plus inland freight/insurance to port
Country of destination ISO country code
Mode of transport Air, vessel, truck, rail, etc.
Port of export U.S. port where goods depart
Export license number / ECCN If applicable; “NLR” if no license required
Carrier SCAC or IATA code Carrier identifier

Step-by-step filing flow:

  1. Confirm Schedule B classification for each commodity line.
  2. Calculate shipment value per FTR definition (selling price + inland charges to port).
  3. Determine license status (NLR, license exception, or validated license number).
  4. Log in to ACE AESDirect and create a new EEI record.
  5. Enter all required data fields; AES validates the record in real time and flags errors immediately.
  6. Submit the EEI; AES returns an ITN upon acceptance.
  7. Provide the ITN to the carrier before loading or departure.
  8. Retain the ITN and filing record for five years per FTR recordkeeping requirements.

Per CBP’s AES overview, AES validates data at the time of filing and returns either a confirmation with ITN or an error message requiring correction. That real-time edit function is one of AES’s most practical advantages: errors caught before departure are far less costly than corrections filed after a shipment has moved.

Timing rules: EEI must generally be filed and the ITN provided to the carrier before the shipment departs. For vessel exports, the FTR requires filing at least 24 hours before loading for most cargo. Air exports require filing before the aircraft’s departure. USPS shipments have specific pre-acceptance timing requirements.

Pro Tip: Confirm your Schedule B number before booking carrier space. Reclassifying a commodity after booking can change the filing threshold, the license requirement, and the carrier’s acceptance criteria — all at once.

Paper SED (Form 7525-V and 7525-V-ALT): when to use it and what the fields mean

The paper Shipper’s Export Declaration remains part of the official export documentation framework. Per the Federal Register record establishing the SED program, Form 7525-V and Form 7525-V-ALT are the basis for official export trade statistics and export control reporting, and their data elements map directly to AES fields. That mapping means a preparer who understands the paper form can transition to AES data entry with minimal retraining.

Form 7525-V is the standard SED. Form 7525-V-ALT is the alternate version used for in-bond shipments and certain carrier-specific workflows. Both are available as PDFs from the Census Bureau’s foreign trade forms page and from the DHS forms hub at Dhs.

Key form fields and common pitfalls:

Form Box What It Captures Common Pitfall
Exporter (USPPI) name and EIN Legal name and tax ID of U.S. seller/shipper Using a DBA name instead of the legal entity name
Schedule B number 10-digit commodity code Using a 6-digit HTS number instead of the full 10-digit Schedule B
Quantity Per Schedule B unit of measure Entering shipping units (boxes) instead of Schedule B units (kg, each, etc.)
Value Selling price + inland freight to port Omitting inland freight and insurance charges
Export license number Validated license number or “NLR” Leaving blank when NLR applies; omitting ECCN
SCAC/IATA carrier code Carrier identifier Using carrier name instead of official code
Hazardous material indicator Yes/No Failing to flag when IMDG/IATA DG rules apply
Shipment reference number Internal tracking reference Inconsistency with commercial invoice reference

When paper SED is still appropriate:

  • Certain rail and truck carriers operating legacy workflows may still accept or require Form 7525-V.
  • Some port authority service centers process paper SEDs for filers without AES access.
  • AES electronic filing is preferred wherever available, and Census encourages migration to AESDirect for all filers.

The practical advice for most exporters: use AESDirect and keep a copy of the paper form as a reference for understanding what data AES expects. The field-by-field correspondence makes the paper form a useful training tool even when you never submit it physically.

How to find the right Schedule B number for your export

The Schedule B number is a 10-digit commodity classification code administered by the U.S. Census Bureau. It determines whether your shipment crosses the $2,500 EEI threshold, which export controls apply, and what statistical category your goods fall into. Getting it wrong can trigger a filing error, a license violation, or a carrier hold.

The Census Bureau’s Schedule B search tool is the starting point. Enter a plain-language product description, and the tool returns candidate codes with their descriptions and units of measure. The search is free and requires no registration.

Practical classification tips:

  • Use the Schedule B when filing EEI. Use the Harmonized Tariff Schedule of the United States (HTSUS) when the importing country’s customs authority requires it — the first six digits are identical, but the last four can differ.
  • Write product descriptions precisely. “Electronic control module for industrial HVAC systems” will return a more accurate result than “electronic part.”
  • Kits and assemblies are a frequent classification trap. A kit containing items from multiple Schedule B chapters is generally classified by its essential character or by the component of greatest value — not by the most convenient chapter.
  • Software exported on physical media is classified differently from software transmitted electronically. The mode of delivery matters.
  • Contact Census trade analysts directly if the search tool returns ambiguous results. The Census Bureau’s foreign trade division offers phone and email assistance for Schedule B classification questions.

Pro Tip: Cross-check your Schedule B number against the Commerce Control List (CCL) before filing. Some numbers trigger ECCN review even when the product seems routine. A quick CCL search at bis.doc.gov takes minutes and can prevent a serious export-control violation.

EEI filing exemptions and how to annotate your paperwork correctly

Not every export requires an EEI filing. The FTR provides specific exemptions, and using them correctly means annotating your shipping documents with the right NOEEI citation so carriers and CBP can verify the exemption without holding the shipment.

Common exemptions under 15 CFR Part 30:

  • NOEEI 30.37(a): The value of the commodity is $2,500 or less per individual Schedule B number. This is the most frequently used exemption for low-value commercial shipments.
  • NOEEI 30.36: The shipment is destined for Canada and no validated export license is required.
  • NOEEI 30.37(h): Shipments of technology and software that are not subject to the Export Administration Regulations (EAR) or ITAR.
  • NOEEI 30.39: Shipments by or for the U.S. government.

How to annotate shipping documents:

The NOEEI citation goes on the commercial invoice, the bill of lading, or the air waybill — whichever document the carrier uses to verify compliance. The annotation format is straightforward:

Hands annotating export invoice with NOEEI citation

“No EEI required — NOEEI 30.37(a)” or “No EEI required — NOEEI 30.36”

Place the annotation in a visible field, typically near the shipment description or the terms of sale block. Some carriers have a dedicated “EEI/AES” field on their waybill; use it when available.

Critical distinction: An exemption from EEI filing is not an exemption from export-control compliance. If your commodity requires an export license, no NOEEI citation applies — you must file EEI and include the license number. Carriers are trained to reject shipments that carry a NOEEI citation when a license is visibly required.

Exemption NOEEI Citation Condition
Low-value shipment NOEEI 30.37(a) Value ≤ $2,500 per Schedule B line; no license required
Canada destination NOEEI 30.36 No validated export license required
U.S. government shipment NOEEI 30.39 Shipped by or for U.S. government agencies
Non-EAR/ITAR technology NOEEI 30.37(h) Technology/software not subject to EAR or ITAR

Common EEI filing mistakes, penalties, and how to avoid them

The most expensive EEI errors are rarely the most complicated ones. Wrong Schedule B numbers, omitted license information, and late ITN delivery to carriers account for a large share of enforcement actions and shipment delays.

Top filing mistakes:

  • Wrong Schedule B number: Misclassification can understate export-control obligations or create a statistical reporting error. Both CBP and BIS can flag the discrepancy.
  • Omitted ECCN or license data: Leaving the ECCN blank when the item is EAR-controlled, or entering “NLR” when a license is actually required, is an export-control violation — not just a paperwork error.
  • Incorrect value calculation: Forgetting to include inland freight and insurance charges to the port of export understates the declared value and can push a shipment below the filing threshold incorrectly.
  • Late filing: Submitting EEI after the carrier has already loaded or departed is a violation of the FTR timing rules, even if the filing is otherwise accurate.
  • Failing to deliver ITN to carrier: The carrier cannot legally accept the shipment without either an ITN or a valid NOEEI citation. A missing ITN is one of the most common causes of last-minute shipment holds.
  • Amending after departure without cause: Post-departure amendments are permitted under the FTR but must be filed within specific timeframes and for legitimate reasons. Filing amendments routinely to correct pre-departure errors signals a systemic compliance problem.

Enforcement and penalties:

Civil penalties under the FTR can reach $10,000 per violation. Export-control violations involving ITAR or EAR-controlled items carry significantly higher civil and criminal exposure, including potential denial of export privileges. CBP can place a shipment on hold pending EEI verification, and BIS can initiate a Temporary Denial Order for serious or repeated violations.

Best-practice checklist:

  • Verify Schedule B classification before booking freight.
  • Run a CCL check for every new product or new destination.
  • Confirm license status in writing before the shipment is prepared.
  • File EEI and obtain ITN before the carrier’s cutoff time.
  • Deliver ITN to the carrier in the format they require (some want it on the bill of lading; others accept email confirmation).
  • Retain all EEI records, ITNs, and supporting documentation for five years.
  • Designate a backup filer or authorized agent so filing does not stall when key personnel are unavailable.

Pro Tip: Set a calendar reminder to audit your five most frequently exported Schedule B numbers once a year. Classification rules change, and an outdated code that was correct two years ago may now trigger a license review or a different statistical category.

A practical 8-step checklist for filing one export shipment

Translating the rules into a repeatable workflow is where compliance actually happens. The sequence below applies to a typical commercial export of manufactured goods — say, industrial control equipment valued at $18,000 shipped by air to Germany.

  1. Classify the product. Search the Census Bureau’s Schedule B tool using a precise product description. Confirm the 10-digit code and its unit of measure. For the example: Schedule B 8537.10.9070 (industrial control panels), unit = number.

  2. Calculate the FTR value. Add the selling price to inland freight and insurance charges to the port of export. For the example: $17,500 selling price + $500 inland freight = $18,000 declared value. EEI required (exceeds $2,500).

  3. Check export-control status. Search the CCL at bis.doc.gov for the Schedule B number. Determine ECCN. For the example: ECCN 3A999 (EAR99 equivalent for this product). No license required; enter “NLR” in the license field.

  4. Register for ACE AESDirect (if not already registered). Gather EIN, physical U.S. address, and USPPI legal name. Complete ACE account setup at the CBP ACE portal.

  5. Enter the EEI record. Log in to AESDirect. Create a new shipment record. Enter USPPI, consignee, Schedule B, quantity, value, ECCN, mode of transport (air), port of export, and carrier IATA code.

  6. Submit and receive ITN. Submit the EEI. AES validates the record and returns an ITN within seconds if no errors are found. For the example: ITN X20260601123456.

  7. Deliver ITN to the carrier. Provide the ITN to the freight forwarder or airline before the cargo cutoff. For air exports, this is typically several hours before departure. The carrier records the ITN on the air waybill.

  8. File and retain records. Save the ITN confirmation, the EEI record, the commercial invoice, and all supporting documents. Retain for five years from the date of export.

Timeline summary for the example shipment:

  • Pre-booking: Classify product, check CCL, confirm license status.
  • 24–72 hours before departure: Complete EEI entry in AESDirect, submit, receive ITN.
  • Day of departure: Deliver ITN to carrier before cargo cutoff.
  • Within 10 days after export: Reconcile against export manifest if required; amend EEI if any data changed.

Key contact points:

  • Census Bureau foreign trade help: 1-800-549-0595, option 1 (AES/EEI questions); option 2 (Schedule B classification).
  • CBP ACE help desk: 1-571-468-5000.
  • BIS export counseling: 1-202-482-4811 (for license and ECCN questions).

Where to find official forms, filing tools, and authoritative resources

Every resource an exporter needs for EEI compliance is publicly available at no cost. The challenge is knowing which site handles which task.

Official resources and what each one does:

  • ACE AESDirect (Census Bureau / CBP): The primary EEI filing portal. Register, file EEI, retrieve ITNs, and access AESDirect user guides and tutorial videos. Access through the ACE Secure Data Portal at cbp.gov.
  • Census Bureau Schedule B search tool: Search and verify 10-digit Schedule B numbers. Available at census.gov/foreign-trade/schedules/b. No registration required.
  • Form 7525-V and 7525-V-ALT PDFs: Available from the Census Bureau’s foreign trade forms page and from the DHS forms hub. Download the current version before use — form editions change.
  • CBP export guidance: CBP’s trade.gov and cbp.gov pages cover ACE account setup, manifest requirements, and enforcement procedures. The CBP client representative program provides direct technical assistance for ACE implementation.
  • trade.gov EEI guidance: The International Trade Administration’s EEI overview page summarizes filing requirements, exemptions, and NOEEI citations in plain language. A useful first reference for new exporters.
  • Census AES introduction page: The Census AES introduction covers AESDirect registration, transmission options, user guides, and contact information for the Census trade data collection team.
  • BIS Export Administration Regulations: Available at bis.doc.gov. Essential for ECCN lookup, CCL searches, and license determination.

Bookmark the Census AES introduction page and the trade.gov EEI page. Between them, they cover the full filing lifecycle from registration through exemption annotation. For classification questions that the Schedule B search tool cannot resolve, the Census foreign trade division’s phone line is the fastest path to an authoritative answer.

Why getting EEI right matters more than most exporters realize

Accurate EEI filing is not just a compliance checkbox. It is the mechanism through which the U.S. government tracks what leaves the country, enforces export controls, and compiles the trade statistics that inform policy. When an exporter files a wrong Schedule B number or omits an ECCN, the downstream effects extend well beyond a single shipment.

From an operational standpoint, a missing or incorrect ITN is the single most preventable cause of last-minute freight holds. Carriers are legally prohibited from loading cargo without either a valid ITN or a documented NOEEI exemption. That means a filing error discovered at the dock does not just delay one shipment — it can cascade into missed customer deadlines, demurrage charges, and expedited re-booking costs that dwarf the original freight cost.

Export-control agencies, including BIS and DDTC, incorporate EEI data as part of their compliance monitoring processes. A pattern of late filings, amended records, or misclassified ECCNs can attract audit attention even when no individual filing rises to the level of a formal violation. Building accurate, timely EEI filing into standard operating procedure is the most cost-effective way to stay off that radar.

The argument for delegating EEI filing to an experienced freight forwarder or customs broker is straightforward: the cost of an error almost always exceeds the cost of professional filing support. That calculation becomes even clearer for exporters shipping dual-use goods, ITAR-adjacent products, or commodities to destinations with heightened export-control scrutiny.

Worldwideexpress handles EEI filing and customs brokerage so you can focus on the shipment

Worldwideexpress

Filing EEI accurately requires the right classification, the right license determination, and the right timing — every time. Worldwideexpress provides U.S. customs brokerage services that cover EEI/AES filing support, export documentation preparation, and carrier ITN coordination, so your shipments clear without last-minute holds. The team handles the AESDirect submission, confirms the ITN with your carrier, and maintains the five-year recordkeeping your compliance program requires.

For exporters moving freight by air or ocean, Worldwideexpress also offers freight forwarding services that integrate documentation and filing into a single managed workflow — no separate filing agent, no coordination gaps. Whether you need full EEI filing support or a second set of eyes on your existing process, contact Worldwideexpress for a service consultation and quote.

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