Customs paperwork when shipping household goods from Spain to a non-EU country

Terms used

• DUA — The DUA is the single customs declaration your agent files electronically in Spain to export goods outside the EU.
• NIE — The NIE is the foreigner's identification number given to non-Spanish residents in Spain.
• TIE — The TIE is the physical residence card issued to foreigners living in Spain.
• DNI — The DNI is the national identity card of Spanish citizens.
• Padrón — The padrón is your town hall's register of residents; deregistering from it can prove you have left.
• Agencia Tributaria — The Agencia Tributaria is Spain's tax and customs authority.

Key rules

• Two sides: You need Spanish export paperwork and the destination's transfer-of-residence relief for duty-free entry.
• Responsibility: Your mover's agent files the declarations, but you stay legally responsible for what they say.
• Inventory: Use a signed, itemised inventory in the destination's language, as relief claims depend on it.
• Restricted goods: Antiques, medicines, weapons and protected species need separate permits before they leave Spain.

Two sets of paperwork decide whether you pay duty

Your goods clear a non-EU border duty-free only if both sides are in order. Spain needs an export declaration. The destination country needs you to claim its relief for people moving their home there. Missing either one can mean delays, duty or storage charges.

Spain: the export side

Your mover's customs agent normally files the Spanish export declaration (the DUA) electronically with the Agencia Tributaria. The agent also arranges clearance at the destination through a partner agent. Ask your mover at the start whether this is included.

You do three things:

• Sign the authorisation that lets the agent act for you.
• Give the agent a copy of your passport, residence card (NIE/TIE) or DNI, plus a signed, itemised inventory.
• Provide proof that you are moving abroad, such as a padrón deregistration certificate, a lease end or a certificate of residence abroad.

Personal effects are exported without VAT. The documents block below lists everything the agent may ask for, and it can ask for more depending on the destination.

If you ship a vehicle, the agent also needs its registration papers (permiso de circulación and ficha técnica), proof of ownership and proof that no finance is outstanding.

You stay legally responsible for the accuracy of the declaration, even when the agent files it. Be available to answer questions, and at some destinations to attend an inspection or pay duties and taxes.

Antiques and artworks above certain age and value limits need an export licence from the Ministry of Culture. Weapons, medicines and protected species need separate permits. The warning below covers items you cannot simply ship.

The destination: transfer-of-residence relief

Each country has its own relief for used household goods. Check its rules before you ship, because the conditions differ and some are time-limited. Common requirements are proof of residence abroad, a visa or residence permit, a certified or translated inventory, a deadline after arrival and a ban on selling the goods for a period.

United Kingdom

Relief from import duty and VAT is available if all of these apply:

• You have lived outside the UK for at least 12 months and are moving your normal home there.
• You owned and used the goods abroad for at least 6 months before the move.
• You import them within 12 months of the move, or within a limited window before or after arrival.
• You do not sell, lend or hire them out for 12 months after import.

You apply to HMRC online or in writing, with an inventory, proof of residence abroad (such as a lease or utility bills) and proof you are moving to the UK. Since Brexit, goods from the EU need these formalities too, and your mover usually files the import entry. Alcohol and tobacco are excluded or limited to personal allowances. Vehicles have separate conditions.

United States

Used personal and household items you owned and used abroad for at least one year can enter duty-free, for returning US residents and for new immigrants. They must be for your own use, not for another person or for sale.

For an unaccompanied shipment you file CBP Form 3299, listing the items and your details. Larger shipments, or ones where the broker or carrier requires it, need a formal entry on CBP Form 7501, usually filed by a customs broker. Sea freight also needs an importer security filing, and formal entries need a bond. Expect to show your passport, visa or green card, the inventory and the bill of lading. Vehicles, firearms, food and plants face other agencies' rules.

Mexico, Colombia, Argentina and Chile

All four offer relief for used household goods (menaje de casa) to returning nationals and some new residents.

• Mexico: Nationals returning after at least 6 months abroad, and foreign residents with a residence permit, can import once, duty-free, within a set period. You need a customs broker and a detailed list.
• Colombia: Returning Colombians and some residents qualify if they lived abroad for a minimum period and import within a time limit after returning.
• Argentina: Returning nationals and new immigrants with a residence permit import free of duty within a set period. You need a sworn list approved by customs.
• Chile: Returning Chileans and new residents import once, within a set period of arrival, with a list certified by a consulate.

Write the inventory in Spanish for these countries. Ask the destination's customs service or consulate for the exact periods before you ship.

Do it in this order

1. Check the destination's relief rules and deadlines.
2. Ask your mover who files the export declaration and the import entry.
3. Gather your visa or permit and proof of residence abroad.
4. Prepare the inventory and sign the agent's authorisation.
5. Keep the bill of lading, which your mover issues, with your papers.

The timeline and checklist below follow these steps.

Timeline and deadlines

• Live abroad as your normal home for the UK relief: at least 12 months continuously before moving to the UK

• Own and use your goods abroad before shipping: at least 6 months for the UK, at least 1 year for the US

• Keep the imported goods without selling, lending or hiring them out: for 12 months after import to the UK

• Import your household goods to Latin America: within the time limit from your arrival, which differs by country

Check the current periods and steps with your destination's customs service before you ship.

Paperwork and inventory customs ask for when you ship out

Documents and inventory for shipping out

• Copy of your passport, residence card (NIE/TIE) or DNI, for the Spanish export side.

• Typed, itemised inventory, numbered by box, signed by you. For each box give the room, a clear description of the contents, the quantity and an approximate value in euros. Add brand, model and serial number for electronics and high-value items.

• Owner details on the inventory: your full name, origin and destination addresses and the date. Avoid vague entries such as "miscellaneous" or "personal effects", which get rejected.

• Separate lists for alcohol, tobacco, medicines, electronics and vehicle parts. Your mover usually supplies a template.

• Inventory in the destination language: English for the UK and US, Spanish for Latin America. Some countries, such as Argentina and Chile, also require it to be legalised or certified by a consulate.

• Signed authorisation for your customs agent, who files the export declaration (DUA) electronically with the Agencia Tributaria, Spain's tax agency.

• Proof that you are moving abroad, such as a padrón deregistration certificate (town hall residents' register), a lease end or a certificate of residence abroad. It supports the personal-effects treatment, which is exported without VAT.

• Bill of lading or other transport document for the shipment.

• For any vehicle: permiso de circulación, ficha técnica, proof of ownership and proof of no outstanding finance.

• For the destination: passport and visa or residence permit, proof of residence abroad and of the move (lease, utility bills), a power of attorney for the customs broker, and the relief application or declaration.

• UK: application for Transfer of Residence relief, with proof of 12 months' residence abroad and of the move to the UK, plus vehicle papers for any vehicle.

• US: customs form CBP 3299 (or formal entry form 7501), passport and visa or green card, an importer security filing for sea freight, and a bond for formal entries.

• Latin America: a legalised or consular-stamped inventory, a residence visa or proof of return, a tax ID number (RFC in Mexico, NIT in Colombia, CUIT in Argentina, RUT in Chile) and your arrival stamp.

• Where asked: proof of when the goods were bought and used, and a signed declaration that you will not sell them.

Checklist

• Ask your mover whether its customs agent will file the Spanish export declaration and arrange clearance at the destination.

• Get proof of your move, such as a padrón deregistration certificate, a lease end or a certificate of residence abroad.

• Check the transfer-of-residence relief rules of your destination country before you ship.

• Stay reachable for questions on the declaration, and ask whether you must attend an inspection or pay duties on arrival.

Items you cannot simply ship out of Spain

Items you cannot simply ship out

• Antiques, art and cultural goods: Cultural goods need an export licence to leave Spain, and outside the EU an EU export licence. Goods over 100 years old need authorisation, and items declared of cultural interest cannot leave permanently. Exporting without a licence is an offence. Apply to the Ministry of Culture (Ministerio de Cultura) before shipping, with photos, a description and the value. Thresholds depend on category, for example archaeological objects over 100 years old whatever their value, and paintings over 50 years old from about EUR 150,000. If refused, the State may offer to buy the item.

• Cash of EUR 10,000 or more: You must declare EUR 10,000 or more in cash or similar bearer instruments when leaving Spain, even inside the EU. If you don't, the money can be seized and you can be fined, up to the amount carried. File form S1 before you leave, on paper at the Customs or Guardia Civil desk at the border, or online through the Agencia Tributaria.

• Medicines and controlled substances: Personal quantities of medicine with a prescription are generally allowed. Controlled substances need an authorisation from the Spanish medicines agency (AEMPS) or a medical certificate. Pack medicines in original boxes with the prescription, and list them separately on the inventory.

• Plants, food and animal products: Many plant exports to non-EU countries need a phytosanitary (plant health) certificate. Animal products and food follow the importing country's rules. Ask the plant health inspection of the agriculture ministry for the certificate, and ask your destination agent what is allowed in.

• Protected species and weapons: Products from protected species (CITES) need an export permit, and weapons need an export authorisation from the Guardia Civil. Firearms moving within the EU need a European Firearms Pass. Apply for the permits before packing and leave these items out of the shipment until you hold them.

Frequently asked questions

Do I have to file the customs paperwork myself?

No, your mover's customs agent normally files the Spanish export declaration and arranges clearance at the destination. You still sign the authorisation and supply your documents, and you stay legally responsible for the accuracy of the declaration. In some countries you may also need to attend an inspection or pay duties at the destination.

How long must I have owned my goods to import them duty-free into the UK or US?

For the UK you must have owned and used the goods abroad for at least 6 months, and for the US at least one year. The UK also asks you to have lived outside the UK for 12 months and not to sell, lend or hire out the goods for 12 months after import. Claim the UK relief with an inventory and proof of residence abroad.

Can I import my household goods duty-free into Mexico, Colombia, Argentina or Chile more than once?

No, Mexico and Chile allow the duty-free household goods import only once. All four countries expect proof of residence abroad, a visa or residence ID, a certified inventory and a time limit from your arrival.