HMRC Safety & Security / GB Entry Summary Declaration (ENS) Data Entry & Fields Requirement Guidelines

Introduction

An Entry Summary Declaration (ENS) is a pre-arrival electronic notification required for most goods entering Great Britain. It provides UK customs authorities with essential information about the goods, allowing them to assess safety and security risks before the goods arrive. The ENS is submitted via HMRC’s Safety & Security GB (S&S GB) system and is separate from the import customs declaration – it contains no duty/tax assessment, focusing only on safety and security data.

Effective 31 January 2025, HMRC has reduced the ENS data requirements. The dataset now consists of 20 mandatory fields (always required) and 8 conditional fields (required only in specific circumstances). The remaining fields are optional. This guide, intended for freight forwarders, customs agents, logistics professionals, and software providers, explains each data element field-by-field, including its purpose, required format, examples, common mistakes, and validation rules.

How to use this guide: The fields are grouped into mandatory, conditional, and optional sections. Under each field name, we outline key details:

Requirement (whether the field is Mandatory “M”, Conditional “C”, or Optional “O”)
Level (whether it’s provided at the declaration header or for each goods item)
Format (allowed data format/length)
Guidelines for optimal completion
Examples
Common mistakes to avoid.

Tables and code lists are referenced for fields that require specific coded values. Following these guidelines will help ensure your ENS submissions are correct and avoid delays or rejections.

Mandatory Fields (Core ENS Data Elements)

These 20 fields must be provided in all ENS submissions for S&S GB (Great Britain). They cover critical information about the consignment, parties, transport, and goods. Accurate completion of these fields is required for every ENS declaration.

Local Reference Number (LRN)

• Requirement: Mandatory (each ENS must have one LRN).
• Level: Header-level (one per declaration).
• Format: Up to 22 characters, alphanumeric (an..22).
• Guidelines: The LRN is a unique reference you, as the declarant, assign to the declaration. It is used by HMRC to identify the ENS prior to issuing an MRN (Movement Reference Number). Each ENS you submit should have a unique LRN (unique per “Person Lodging”/declarant EORI) – do not reuse LRNs for different declarations. If you later send an amendment, use the original declaration’s MRN as the LRN in the amendment message.
• Example: GB20250701ABC12345 (e.g. incorporating date and a unique sequence).
• Common mistakes: Re-using an LRN for multiple ENS filings (violates uniqueness), or not recording the LRN. Remember that if you need support or to query a submission, you’ll be asked for the LRN, so ensure you keep a record of it. Avoid including spaces or special characters; use a simple alphanumeric string.

Note: If you are filing your declaration via the Customs Declarations UK platform, LRN is automatically generated or populated by the system. You do not need to enter this manually, as the platform ensures it aligns with HMRC’s technical and regulatory requirements.

Consignor (Sender)

• Requirement: Mandatory (must be provided for each consignment).
• Level: Provided at header and item level. You must always declare the “true” consignor for the goods. If there are multiple consignors in a consolidated shipment, list each at the item level for the relevant goods item.
• Format: Name (an..35), Address: Street (an..35), City (an..35), Postcode (an..9), Country (a2), and EORI/TIN (an..17) if available.
• Guidelines: The consignor is the party dispatching or selling the goods, as listed on the transport document (e.g. lowest level of Bill of Lading, Air Waybill, CMR). Provide the full name and address of the consignor in the format: Name/Company, Building Number and Street, City, Region (if applicable), Postcode, Country. Include the consignor’s EORI (Economic Operator Registration and Identification number) or other Trader Identification Number if you have it. If a GB EORI is provided for the consignor, then the name and address become optional (the system can derive details from the EORI). However, for non-GB EORI or if no EORI is given, you must provide the full name and address. Always use the actual exporter/sender’s details; do not use a freight forwarder or agent as consignor.
• Example:
  Name: XYZ Trading Ltd.
  Address: 10 King’s Road, London, W1 5AB, GB
  EORI: GB123456789000
• Common mistakes: Providing incomplete addresses or using a forwarding agent’s details instead of the true consignor. If the consignor has a GB EORI, it’s best practice to include it – this simplifies validation and you may omit the address (though including both is fine). Ensure no spelling errors in names and that country codes are correct (use the ISO 2-letter country code, e.g. “GB” for United Kingdom).

Consignee (Receiver)

• Requirement: Mandatory (must be provided for each consignment).
• Level: Header and item level. If multiple consignees exist for different items in a consolidated load, provide each at item level.
• Format: Name (an..35), Address: Street (an..35), City (an..35), Postcode (an..9), Country (a2), and EORI/TIN (an..17) if available.
• Guidelines: The consignee is the party receiving the goods (often the buyer), as per the transport document (B/L, AWB, etc.). Provide the true consignee’s name and address in full (same format as consignor: Name, Street, City, Postcode, Country). If the consignee has an EORI or TIN, include it – especially if it’s a GB EORI, because then the name/address becomes optional (the ENS can be accepted with just the EORI and country code in that case). If there are multiple consignees (for different items), ensure each item entry shows the correct consignee.
• Example:
  Name: ABC Imports GmbH
  Address: 55 Berliner Strasse, 10117 Berlin, DE
  EORI: DE987654321000
• Common mistakes: Not providing the actual buyer/receiver’s details (for example, listing a broker or agent instead of the real consignee). Always list the end recipient if known. If the consignee’s EORI is known (especially a GB or EU EORI), include it for accuracy. As with consignor, avoid typos and use correct country codes (e.g. “DE” for Germany). Remember that if the consignee is unspecified (e.g. a negotiable “To Order” bill of lading), you will need to use a special procedure (see Notify Party and special mentions).

Person Lodging the Summary Declaration

• Requirement: Mandatory (must always be provided).
• Level: Header-level (single identification of the lodger).
• Format: EORI number of the person lodging (an..17, typically 12-15 characters including country code). Must be a GB EORI for S&S GB.
• Guidelines: This is the party submitting the ENS – often the carrier or its representative. You must enter the GB EORI of the entity lodging the declaration. (For goods into NI via ICS, an XI or EU EORI would be used, but for S&S GB it must be GB.) Ensure the EORI is valid and belongs to the entity authorized to lodge the ENS. The S&S GB system will validate that the LRN is unique under this EORI, and certain fields (like Specific Circumstance “E” for AEO) depend on this party’s status. No name or address is needed here – just the EORI.
• Common mistakes: Using an incorrect EORI (e.g. an EU EORI or a GB EORI that isn’t associated with the carrier/filing company). Also, ensure you have the carrier’s knowledge and consent if you (as an agent) are lodging on their behalf, and that the EORI you use is that of the actual carrier or agreed filer.

Note: If you are filing your declaration via the Customs Declarations UK platform, this field is automatically populated by the system based on your user profile. You do not need to enter this manually.

Country(ies) of Routing Codes

• Requirement: Mandatory (required for all declarations).
• Level: Header-level (one consolidated list per ENS).
• Format: One or more country codes (each 2-letter ISO country code) in chronological order of transit. Each code is two letters (e.g. “FR” for France).
• Guidelines: List all countries through which the goods will transit between the country of original departure and the final destination. This includes the country of departure (origin) and destination. The codes should be in the exact order of travel. For example, if goods depart China (CN), stop in Singapore (SG) en route, then enter GB, and final destination is Ireland (IE), you might list: CN, SG, GB, IE. All consignments in the declaration must share the same routing sequence, since this field is only declared once at header level. Use official country codes as per the HMRC country code list (ISO 3166-1 alpha-2).
• Example: CN, RU, PL, DE, GB (goods from China, transiting Russia and Poland, arriving in Germany then trucked to Great Britain).
• Common mistakes: Omitting either the origin or destination country in the list. Ensure the first code is the origin country and the last code is the final destination. Do not include the UK if the UK is the destination – it should be included (as shown above with GB) because it’s the final destination. Another mistake is listing countries out of order or including countries where the goods did not actually transit. Consistency is key: if multiple ENS filings are made for consignments on the same route, the routing should be identical on each.

Mode of Transport at the Border

• Requirement: Mandatory (always required).
• Level: Header-level (one mode per ENS, representing the active transport into GB).
• Format: Numeric code (n1 or n2) – use the appropriate code for the mode of transport used to cross the UK border (i.e. into Great Britain). Common codes include 1 = Sea, 4 = Air, 3 = Road (for Channel Tunnel or other road), 10 = Ro-Ro accompanied (ferry with driver), 11 = Ro-Ro unaccompanied, 2 = Rail, 8 = Inland waterway【22†】. (Refer to the official HMRC list for all codes.)
• Guidelines: Enter the code corresponding to the active means of transport crossing into GB. For example, a container on a vessel = 1 (Maritime). A truck on a ferry = 10 (Ro-Ro accompanied if driver with it, or 11 if unaccompanied trailer). An aircraft = 4 (Air). Note special cases: For accompanied movements through the Channel Tunnel (train shuttle carrying trucks), use code 3 (Road). If air cargo is transported by another mode before entry (e.g. an air shipment carried by truck into GB under a transit), declare the actual mode (road, etc.) rather than air. Also, note that if mode is Air (4), you will need to supply the flight number in the Conveyance Reference Number field, and the Air Waybill number as a transport document reference.
• Example: 1 (Sea), 4 (Air), 3 (Road via tunnel), 10 (Accompanied RoRo by ferry).
• Common mistakes: Using the wrong mode code – e.g. selecting “Road” when goods actually arrive by sea ferry. Always consider how the goods enter GB customs territory. If uncertain, refer to the carrier: e.g. if a truck is on a ferry, it’s RoRo (10 or 11) not purely road. Also, forgetting the special Channel Tunnel rule (treat as road) is a common error.

Identity of Means of Transport Crossing the Border

• Requirement: Mandatory for all modes except Air (not required for air shipments).
• Level: Can be provided at header or item level (generally header-level suffices if one conveyance for the whole ENS).
• Format: Up to 27 characters, alphanumeric (an..27). This is typically an identifier like a vessel IMO number, vehicle registration, etc. No spaces or special characters should be included (use only letters and numbers).
• Guidelines: Provide the unique identifier of the vessel/vehicle/aircraft that will carry the goods into the UK. The required identifier depends on mode:
  • Sea (Maritime): Use the ship’s IMO number (7 digits).
  • Rail: Use the train or wagon number (train ID or wagon ID).
  • Road – Accompanied RoRo or road via Tunnel: Use the vehicle registration number (license plate) of the truck/tractor unit. For the Channel Tunnel, the vehicle reg is used similarly.
  • Road – Unaccompanied trailer on ferry: Use the IMO number of the ferry (since the trailer has no motor, the ferry is the active transport).
  • Air: Not used. Do not put the flight number here for air shipments – instead, the airline flight number goes in Conveyance Reference Number (see conditional fields).
    If the transport is containerized, do not use the container number in this field – container numbers are declared separately (see Container Number field). This field is for the primary transport unit. Ensure the format is correct: e.g., vessel IMO is usually seven digits (e.g. “9303801”), vehicle registrations should be entered without spaces or hyphers (e.g. “AB12CDE”) and in full.
• Example: IMO 931nakli – Incorrect (this is not purely numeric; IMO should be numeric only). Correct example: 9312345 for a ship’s IMO. For a truck: AB12CDE (UK license plate), or 123XYZ456 for a non-UK plate (format varies by country). For a train: 746-555 (if the wagon number is 746-555, enter as given without additional text).
• Common mistakes: Providing the wrong identifier (e.g. container number or an internal reference instead of the actual conveyance ID). For air shipments, a common error is putting the flight number here – do not do that (it belongs in Conveyance Reference). Also, including spaces or special characters is usually not allowed; follow the exact format (letters/numbers only). If a vehicle has a trailer, do not list the trailer plate here for accompanied transport – only the tractor unit’s reg is needed in this field for accompanied RoRo.

Customs Office of First Entry

• Requirement: Mandatory (always required).
• Level: Header-level (one code for the first place of arrival in GB).
• Format: 8-character code (an8) for the customs office/port. The code structure is: first 2 characters = country code (e.g. GB), next up to 6 = specific port/office identifier. All UK ports of entry have designated codes (for example, Dover might be GB000060, Felixstowe GB000103, etc.). A list of valid S&S GB office codes is published by HMRC.
• Guidelines: Enter the code of the first customs office of entry where the goods will arrive in Great Britain. This is typically the port, airport, or terminal where the goods are offloaded or enter GB’s jurisdiction. For goods arriving by sea, it’s the port of arrival; for air, the airport; for the Channel Tunnel, the code for the Eurotunnel terminal (e.g. Cheriton/Dollands Moor). Ensure you use an official location code from HMRC’s list – do not enter a free-text name of the port. The code must be exactly 8 characters (GB + 6 digits/letters). Note: The list was updated in June 2025 with new codes, so ensure your reference data is up-to-date.
• Example: GB000142 (London Heathrow Airport), GB000434 (Aberdeen seaport) – these codes uniquely identify the location.
• Common mistakes: Using an incorrect or outdated code, or mixing up similar port names. Always double-check the code against the official list. Do not use a generic code (like “GB000000”) – each actual entry point has its own code. Also, do not confuse “first office of entry” in GB with any subsequent offices (if goods move onwards inland – those would be handled under separate optional data if applicable). Only the first entry point into GB goes here.

Expected Arrival Date and Time (at First Place of Arrival)

• Requirement: Mandatory (always required) (denoted as “Expected date and time of arrival at customs office of first entry”).
• Level: Header-level (one timestamp for the whole declaration).
• Format: 12 numeric digits (n12) in YYYYMMDDHHMM format. This represents a date and time in GMT (UTC). For example, 2025-08-15 14:30 GMT would be 202508151430.
• Guidelines: Provide the scheduled date and time of arrival of the means of transport at the first place of entry (the customs office of first entry). This timestamp should be in Greenwich Mean Time (GMT) (note: UK local time may be BST in summer, but still provide GMT/UTC). The required timing depends on mode:
  • For air: the time the aircraft is expected to land at the first UK airport.
  • For sea (maritime), including unaccompanied RoRo: the time the vessel is expected to arrive at the first UK port.
  • For accompanied RoRo (ferry): the time the ferry is expected to arrive at the port.
  • For rail (e.g. Channel Tunnel freight train): the time the train is expected at the UK terminal (Dollands Moor for Channel Tunnel freight).
  • For road via Channel Tunnel (accompanied): the arrival time at the Coquelles, France Eurotunnel terminal is used as the reference (since that is the last control before entry).
    This field acts as a consistent reference point for risk assessment. All ENS declarations for consignments on the same conveyance should use the exact same arrival time. In practice, carriers or ferry operators will publish an expected arrival time – use that so that all filings match. Do not adjust this time per consignment; it must remain consistent across all ENS for that journey.
• Example: For a vessel due on 5th March 2025 at 06:00 GMT, enter 202503050600. For a short-haul flight arriving 10 July 2025 18:45 GMT, enter 202507101845.
• Common mistakes: Using local time or another time zone by mistake – always use GMT (UTC). Also, providing an incorrect format (e.g. missing digits or using a different format) will cause errors – it must be exactly 12 numeric characters, YYYYMMDDHHMM. Another pitfall is not updating this if schedules change – if you know the scheduled arrival has significantly changed before departure, you should amend the ENS with the new time. Finally, ensure consistency: if you are an agent filing multiple ENS for shipments on one vessel/flight, use the same date/time on all to avoid discrepancies in the risk analysis process.

Place of Loading

• Requirement: Mandatory (always required).
• Level: This can be provided either at header or at each item, depending on your data. If all goods in the ENS were loaded at the same place, you can declare it once at header level. If different items have different loading places (in a consolidated ENS), you must provide it at item level for each item. (If you provide a header-level Place of Loading, you should not repeat it at item level, and vice versa.)
• Format: Up to 35 characters, alphanumeric (an..35). This is a free-text field but with a required structure: it should begin with a 2-letter country code, followed by the name of the place. For RoRo accompanied and similar cases, include a postcode as well.
• Guidelines: Indicate where the goods were loaded onto the active means of transport that is bringing them to the UK. The format and meaning differ by scenario:
  • For unaccompanied goods (e.g. a container shipped by sea, or goods in an unmanned trailer), the Place of Loading is the port or airport of departure. Begin with the country code of that location, then the name of the port/airport/terminal where the goods were loaded onto the vessel/aircraft. Example: CNShanghai for Shanghai, China (though ideally include a space or hyphen for readability, e.g. CN Shanghai Pudong Airport). If it’s a lesser-known location, spelling it out is fine (the field is free text but limited to 35 chars).
  • For accompanied RoRo or road (Channel Tunnel) movements, the Place of Loading refers to the origin point where the goods were loaded onto the vehicle or trailer (since the vehicle itself is the means crossing the border). In these cases, provide the country code of that place, followed by the name of the warehouse, terminal, or address, and include the postcode if available. For instance, a truck loaded in a warehouse in Paris, France that then drives to Calais ferry: you might put FR Paris 75015 (FR + City + postcode) as the place of loading. If an exact facility name is known, include it for precision (e.g. FR Roissy CDG Cargo Terminal).
• Example: DE Hamburg (goods loaded at Hamburg, Germany port), CN Shenzhen Yantian (goods loaded at Yantian port in China), GB Leeds LS10 (for an accompanied truck loaded in Leeds, GB, going out and returning – rare inbound scenario).
• Common mistakes: Not starting with the country code – this is required. Also, exceeding 35 characters with overly long descriptions – keep it concise (you might omit some detail if it doesn’t fit). Avoid using only a country name without a specific place (e.g. just “CN” or “China” is not sufficient; include city/port). For road/RoRo, not including a postcode or sufficient detail of the loading location is a common mistake – you should give as much detail as fits (country code + city or site + postcode). Remember that “Place of Loading” is about where goods are put onto the means of transport that comes to UK, not necessarily the origin factory if that is inland – usually it coincides, but use the last loading point onto the actual outbound transport.

Place of Unloading

• Requirement: Mandatory (always required).
• Level: Header or item level (similar logic to Place of Loading). Use header-level if all goods share the same first unloading point; otherwise specify per item if different goods have different final discharge points in UK.
• Format: Up to 35 characters, alphanumeric (an..35). Format is free text but must start with country code followed by location name/postcode, as for Place of Loading.
• Guidelines: Indicate the location where the goods will be unloaded from the active means of transport in Great Britain. Typically, this is the first place the goods are offloaded and presented to customs:
  • For unaccompanied goods (sea, air, unaccompanied RoRo): use the country code GB followed by the name of the port, airport, or terminal in Great Britain where the goods will be unloaded from the vessel/aircraft. This is usually the same as the Customs Office of First Entry if that office code corresponds to a port. For example, GB Felixstowe or GB Southampton. If known, you can include a more specific terminal name or code within the port (keeping within length).
  • For accompanied RoRo or road (Channel Tunnel): since the vehicle itself is the transport, the “place of unloading” refers to where the goods are taken off the vehicle/trailer. Often this will be an inland depot, warehouse, or distribution center. In these cases, start with GB and then the place name and postcode where the trailer will be unloaded. Example: GB Daventry NN6 for a warehouse in Daventry with postcode NN6…, or GB Birmingham B6 7PR. Essentially, provide the country and city/area for final unloading in the UK.
• Example: GB Liverpool (unloading at the Port of Liverpool), GB London Heathrow (air cargo unloaded at Heathrow Airport), GB Swindon SN4 8YZ (truck unloading at a Swindon depot).
• Common mistakes: As with Place of Loading, forgetting the country code prefix “GB”. Also, some filers mistakenly put the final delivery destination if it’s in another country (e.g. an ENS for transit through GB to Ireland might incorrectly put “IE Dublin” as place of unloading – that would be wrong because the ENS is only for GB entry; the place of unloading should still be a GB location where the goods are discharged/presented to GB customs). If goods will immediately transit to another country without unloading in GB, still put the first point in GB (where they enter customs supervision) as unloading. Keep within 35 characters and include postcode for inland locations if possible.

Goods Description

• Requirement: Mandatory for each goods item.
• Level: Item-level (a description must be provided for each goods item in the ENS).
• Format: Free text up to 280 characters (an..280). Language should be English (or at least understandable to customs in English). Avoid only numeric or code content – it should be plain language.
• Guidelines: Provide a precise and plain language description of the goods sufficient for customs risk assessment. This description should clearly identify the goods without needing to refer to any codes or attached documents. Do NOT use vague or generic terms such as “miscellaneous”, “general cargo”, “parts”, “accessories”, “electronics” etc. – those are unacceptable. If you use overly general descriptions, customs may not be able to assess risk, potentially triggering delays or even physical examinations. Instead, use specific terms: for example, say “men’s cotton shirts” instead of “apparel”; “mobile phone accessories (chargers and cases)” instead of just “accessories”. Never use the tariff HS code alone or technical codes as the description – you may include the HS code separately (commodity code field), but the description must be understandable text. HMRC provides an “Acceptable goods description” guide with examples: for instance, “Apparel” is too general, whereas “Men’s shirts and women’s blouses” is acceptable. “Electronics” is too broad; “Laptop computers and accessories” would be better.
• Example:
  • Good description: “Stainless steel cutlery sets (forks, knives, spoons) – 500 pieces”.
  • Poor description: “Household goods” or “Kitchen items”.
  • Good description: “16” alloy automotive wheels, brand XYZ”.
  • Poor: “Car parts”.
  • Common mistakes: Using freight shorthand or internal terms like “FAK” (“Freight of All Kinds”) – never use “FAK” or similar in ENS. Also, do not list only an HS code (e.g. “6402.20 Footwear”) without plain words – codes are optional elsewhere, not a substitute for description. Avoid languages other than English or overly technical product codes. If the item is a known dangerous good or sensitive item, be clear (and also use the UN Dangerous Goods Code field if applicable). A helpful tip is to ask: If I only had this description, would I as a customs officer know roughly what the item is? If not, make it more specific.

Type of Packages (Packaging Kind Code)

• Requirement: Mandatory for each goods item.
• Level: Item-level (each goods item needs a packaging type code).
• Format: A 2-letter code (an2) from the official “Kind of Packages” code list. These are standard international codes (based on UN/EU code lists) describing the packaging. For example, CT = Carton, PL = Pallet, BX = Box, BG = Bag, NE = unpackaged (unpacked or naked).
• Guidelines: Choose the code that best describes how the goods are packaged. Refer to the HMRC “Kinds of Package” code list for allowable codes. Common codes include: PK (Package, not otherwise specified), CT (Carton), PL (Pallet), BX (Box), BG (Bag), DR (Drum), VA (Van – for vehicles), LO (Loose, if no packaging but loaded in bulk or container), etc. The code NE (No packaging) is used for unpackaged items (bulk commodities, or items like machinery that aren’t boxed). Ensure the code matches the actual physical state: e.g., if 100 boxes on 2 pallets, you might list package type as PL with number of packages as 2 (if you treat pallet as the handling unit), or possibly itemize as 100 BX – but normally, declare the exterior packaging unit count and type (see “Number of packages” next).
• Example: CT (Cartons), PL (Pallets), NE (No packaging – bulk cargo), AE (Aerosol), BB (Bags in big bag), etc. For instance, 10 pallets of goods would be type PL.
• Common mistakes: Using a non-standard or invalid code (the system will reject unrecognized codes). Do not enter a description here – it must be the code, not “boxes” or “pallet” text. Also, ensure consistency with the Number of packages field: if you say type PL (pallet), the number of packages should correspond to number of pallets (not the items on them). If goods are truly bulk (no packages), use an appropriate code like NE and then use the “Number of pieces” field if needed for loose pieces, or treat containers as packages per guidance.

Number of Packages

• Requirement: Mandatory for each goods item, except in case of bulk goods.
• Level: Item-level.
• Format: Numeric, up to 5 digits (n..5).
• Guidelines: Enter the quantity of packages for the item, based on the packaging unit declared. Essentially, how many packages of the type indicated contain the goods in this item. For example, if an item consists of 50 cartons (boxes) on a pallet, you might either declare “Number of packages = 50” with type “CT” (cartons), or “1” with type “PL” (pallet) depending on how you choose to report (typically, customs wants the smallest external packages count). The number entered should reflect the count of individual packages or pieces that cannot be divided without unboxing.
  • If goods are in packages (boxes, pallets, drums, etc.), put the count of those packages.
  • If goods are unpackaged (bulk or loose), this field may not apply; instead use Number of Pieces (next field) for loose pieces, or if bulk liquid/solid with no count, you can leave Number of Packages blank/zero and use just the Gross Mass and possibly container count.
  • If goods are in bulk but loaded in containers or vehicles, they are considered unpackaged in terms of shipping units; you might then not provide a package number but would provide container numbers.
  • If more than one type of bulk cargo is present, and you need to specify count of “pieces” of bulk (e.g. two bulk items like two large machinery pieces that are not boxed), you can either use Number of Packages = 2 with an appropriate code (maybe NE) or use Number of Pieces = 2. The guidance indicates bulk goods don’t require a number of packages, except if multiple distinct bulk units in one item, then you should state that number.
    In summary, for most shipments you will put a positive integer here corresponding to packages. Only omit/zero it for true bulk commodities that have no countable packages (then use “Number of pieces” or nothing as appropriate).
• Example: 10 (meaning 10 packages of the type given, e.g. 10 pallets if type=PL, or 10 boxes if type=BX). If a container contains 100 loose items not boxed, you might use “Number of packages: 0” with type NE and then use Number of Pieces for the 100 loose items. For bulk liquid in a tank, you would likely have Number of Packages not provided (bulk).
• Common mistakes: Confusing “Number of packages” with total pieces. For example, if you have 5 pallets each containing 50 boxes, you should not list 250 packages if you are declaring the pallets as the package unit (that would be contradictory). Decide on the level: either declare 5 pallets (PL) or 250 boxes (BX), but not both. Another mistake is providing this for bulk goods – if the goods are truly bulk (like oil, grain in bulk), do not fill a package count (use pieces or leave blank), since bulk by definition has no discrete packages. Lastly, avoid leading zeros (don’t write “005” – just “5”), and ensure the number here aligns with the Total Number of Packages at header (if you use that optional field, see later).

Goods Item Number

• Requirement: Mandatory (for each item).
• Level: Item-level (each goods item in the ENS is numbered).
• Format: Numeric, up to 5 digits (n..5). Typically this will be a simple integer like 1, 2, 3, etc.
• Guidelines: This is the sequential count of the item within the declaration. Every ENS can contain multiple “items” (goods items), each representing a distinct commodity or consignment under the declaration. The first item is numbered “1”, the second “2”, and so on, up to the total number of items. The item number in each item’s data should correspond to its sequence. In practice, if you’re submitting an ENS with, say, 3 distinct items (perhaps 3 house bills in one master or 3 different types of goods), you will have item 1, item 2, item 3. The “Total number of items” (a header field, if provided) should equal the highest item number. Each item’s data block in the ENS message will include this item number. It’s mostly for structure and reference (e.g., if an error is reported on item 2, you know which item’s data to check).
• Example: If an ENS contains two items – one for electronics and one for furniture – the first would have Goods item number = 1, the second = 2. If you have 10 items, they should be numbered 1 through 10. (Typically the software will handle numbering automatically, but you should ensure no duplicates or gaps.)
• Common mistakes: Skipping or duplicating item numbers when constructing the ENS message. Each item must have a unique sequential number. Another mistake is misunderstanding this field’s purpose – it’s not a count of pieces or packages, just an index. Users don’t manually enter this in forms (software usually assigns it), but if building an XML, ensure you number properly. Inconsistent numbering can lead to rejections or misinterpretation of “Number of items” vs “Item number concerned”. For clarity, always also double-check the Total Number of Items field (if used) matches the count of item numbers provided.

Note: If you are filing your declaration via the Customs Declarations UK platform, this field is automatically populated by the system. You do not need to enter this manually.

Gross Mass (Total Gross Weight)

• Requirement: Mandatory for each goods item and at the declaration header.
• Level: Provide at item level (weight per item) and also the total gross weight at header level.
• Format: Numeric, up to 11 digits before the decimal and up to 3 decimal places (n..11,3). This is measured in kilograms (kg). Decimals (to 3 places) are allowed for precision (e.g. 1234.5 or 50.125).
• Guidelines: Gross mass is the weight of the goods including all packaging, but excluding the carrier’s transport equipment weight. In other words, the weight of the cargo plus its packaging/pallets, etc., but not including the container or vehicle. State the weight in kilograms. You must provide a gross mass for each item, and it’s recommended to also provide the total gross mass of all items at the declaration header (the system typically expects the header total = sum of item weights).
  • If you have a very small weight (under 1 kg), you might express it with decimals (e.g. 0.5 kg as “0.5”).
  • Up to 3 decimal places can be used for fine precision (e.g. 1.275 for 1.275 kg).
  • Do not include unit letters (“kg”) – just the number.
    Ensure that the sum of all item gross masses equals the total gross mass at header (if the header total is required by system; some systems auto-calc, but as data it should match).
    For bulk commodities, give the best estimate of weight.
• Example: 10000 (for 10,000 kg), 1234.56 (for 1,234.56 kg). If a shipment of 50 boxes weighs 200 kg net and packaging 20 kg, gross might be 220 kg, so you enter 220. The header total for two such items (say 220 kg + 180 kg) would be 400 kg.
• Common mistakes: Using pounds or other units – always convert to kilograms. Including the weight of containers: e.g., if a container and goods weigh 5,000 kg but goods alone are 4,500 kg, you should use 4,500 kg (excluding the container tare). Also, not providing a header total when required – while the new “reduced dataset” doesn’t explicitly call for a separate field if item-level provided, ensure compliance with whatever the system expects. Rounding issues: if using decimals, be sensible (3 decimal places max). Do not add “kg” or other text. And double-check the values: unrealistic weights (like extremely low or high for the goods described) can raise queries; provide accurate weight to three significant digits if exact weight is unknown.

Seal Number

• Requirement: Mandatory (if applicable; see below).
• Level: Header-level (seals associated with the overall container/trailer/vessel at import).
• Format: Up to 20 characters, alphanumeric (an..20). Free text allowed (letters and numbers). If multiple seals, multiple entries can be provided (depending on system, either space-separated or as repeating field). Each seal identifier should be given in full.
• Guidelines: Provide the identification numbers of all seals affixed to the transport equipment (containers, trailers, etc.) or transport unit. Typically, if a container is sealed, it has a seal number (e.g., an alpha-numeric code on the bolt seal). If a truck trailer has a customs seal, provide that. If there are multiple containers or multiple seals, include each seal’s number. If no seal is attached, you must explicitly indicate that by stating “No Seal” in this field. (The system expects either a seal ID or the text “No Seal” if none.)
  • Make sure the seal number is exactly as affixed (case-sensitive usually, and include any prefixes).
  • Do not use this field for lock numbers or other references – it is specifically for customs seals or transport seals.
  • If multiple seals: depending on the ENS format, you might have to enter them separated by commas or as separate segments. In an HMRC API context, you may repeat the seal object for each seal. In a manual context, listing them separated by commas or spaces is typical.
• Example: ABC1234567 (a typical container bolt seal number), or No Seal (if the container/trailer had no seal). If two seals: e.g. SEAL1001, SEAL1002.
• Common mistakes: Not providing any indication when there are no seals – always put “No Seal” if none are used, rather than leaving it blank (a blank might be interpreted as missing data rather than no seal). Also, giving an incorrect seal number (double-check against the physical seal). If a seal was broken and replaced in transit and you have the new number, use the latest seal number applicable upon arrival. Do not confuse container number with seal number – container identification goes in a different field. Seal number is usually shorter and purely identifies the sealing element.

Transport Document Number / Produced Documents and Certificates

• Requirement: Mandatory (at least one transport document reference must be provided for each goods item).
• Level: Item-level (each goods item should include references to its transport document(s) or supporting documents).
• Format: Two parts – Document Type code (an..4) and Document Reference (an..35). The document type is a code from the official list (e.g., a code for Bill of Lading, Air Waybill, CMR, etc.), and the reference is the number or identifier of that document. Together, these identify the transport contract document or other required certificates for the consignment. You may have multiple such entries if more than one document applies.
• Guidelines: For each item, you must provide all applicable transport document numbers and any required certificates or authorization references. This typically includes:
  • The primary transport document for the goods: e.g., the Bill of Lading number for sea freight, the Air Waybill (AWB) number for air freight, or the CMR number for road, etc. Use the appropriate document type code from HMRC’s list (see the “Document Type” appendix) and the document’s reference number. For example, Bill of Lading might be coded 20 (hypothetical code) and reference “OOLU1234567890”. Air Waybill might be code 740 with reference the 11-digit AWB number.
  • Any other international or national certificates or authorisations relevant to the shipment, if applicable, along with their references. For instance, if there is a phytosanitary certificate, export license, ATA carnet, etc., include those (each has a code in the document type list).
  • The format is usually entered as a pair: “ ”. For example: 740-12345678901 could represent AWB number 12345678901 (if code 740 = Air Waybill). Some systems might have you enter them as separate fields.
  • Special rule (Carrier’s document number): If you (the person lodging) are not the carrier, then in addition to the house bill or other references you provide, you must also provide the carrier’s primary transport document number. For example, in consolidation: a freight forwarder lodging ENS for consolidated air freight must include each house AWB and also the master AWB of the carrier if different. In maritime, if a freight forwarder lodges for an LCL container, they include their house B/L and also the vessel operator’s master B/L as another document reference. Essentially, “Where the person lodging the declaration is different from the carrier, the transport document number of the carrier shall also be provided.”. This ensures customs can identify the shipment on the carrier’s manifest.
  • Use the HMRC Document Type code list (provided in the ENS dataset guidance) to find the right code for each document. For example, common codes: Bill of Lading = MAB, Master Air Waybill = 740, House Air Waybill = 741, CMR Road Waybill = 820, etc. (These codes are illustrative; refer to the actual list for exact values.)
• Example: Suppose a sea freight shipment: you would enter something like Document Type ― “Bill of lading” code + B/L number. E.g., EUR1 12345 (if an EUR1 certificate is present with reference 12345) as an additional document, or C501 999999 for a customs form if needed. For an air freight by a forwarder: Type 741 (House AWB) ref HAWB1234567, and also Type 740 (Master AWB) ref 156-12345678.
• Common mistakes: Missing the carrier’s document reference when filing as a third party. This is critical – if you are not the carrier, always include the carrier’s main transport document number (otherwise the carrier’s ENS or manifest may not match and could cause a query). Another mistake is using the wrong document type code, or a code that doesn’t match the reference. For instance, using an AWB code but providing a sea container number is incorrect. Also ensure no typos in document numbers – they should exactly match the issued documents (including any prefixes like airline code in AWB, etc.). If multiple documents apply, provide them all; don’t assume one is enough if several exist (e.g. both a B/L and a phyto certificate). Finally, do not exceed the 35 character limit for references; if a reference is longer, check if perhaps only part of it is needed or if multiple references should be split.

Transport Charges Method of Payment

• Requirement: Mandatory (always required).
• Level: Provided at header and/or item level. (In practice, the charge payment method often applies to the whole consignment, but can be itemized if different for different items – usually it’s uniform.)
• Format: A single-letter code (a1). There is a specific code list for method of payment for transport charges. Examples of these codes: A = Cash, B = Credit card, C = Cheque, D = Other, H = Electronic credit transfer, Y = Paid by other means, etc..
• Guidelines: Enter the code that specifies how the transport (freight) costs are paid for the consignment. This refers to the payment of the carrier’s freight charge. It’s essentially who or how the freight is paid: e.g., prepaid, collect, etc., but given as method. The available codes are defined in the ENS data set (Method of Payment tab). For instance:
  • A – Payment in cash
  • B – Payment by credit card
  • C – Payment by cheque
  • D – Other (any method not covered, possibly account or barter etc.)
  • H – Electronic credit transfer (bank transfer)
  • Y – (Often used for “not applicable” or if transport is provided free of charge by an arrangement, etc. Some systems have Y for “no charge”).
    Use the one that applies. If you’re unsure (e.g. for large commercial shipments it might be paid by invoice which could be considered electronic transfer, so H), ask the carrier or look at the contract of carriage. All ENS must have this field – even if it seems not particularly critical, it’s a safety/security requirement under EU/UK rules to indicate whether freight was paid and how.
• Example: For prepaid freight by bank transfer: use H. For freight to be paid on delivery by cash: A. For a DHL/express consignment where shipping is billed to account (treated as other): could use D or if a known specific code for account, use it.
• Common mistakes: Selecting a random code due to uncertainty – it’s better to make an educated guess (e.g. most B2B shipments are via account/invoice which equates to an electronic transfer, code H). Do not leave it blank. Also, not aligning with incoterms sometimes confuses people – but this field is not incoterms, it’s strictly how freight charges are paid, not who pays (there’s no field for payer, just method). Another mistake is using outdated codes – use the latest list provided (the ones above are current as per HMRC). Ensure only one letter is entered, no additional description.

Declaration Date and Time

• Requirement: Mandatory (system-provided by declarant’s software).
• Level: Header-level.
• Format: 12 numeric digits, YYYYMMDDHHMM (same format as arrival time). GMT time zone.
• Guidelines: This is the date/time when the ENS is issued (lodged) by you. Effectively, it’s the timestamp of when your system created/sent the declaration. It serves as a digital “signature” timestamp. Your software or the HMRC system will often populate this automatically, but if you need to provide it, use the current date/time (in GMT) at the moment of submission. It must be in the specified format and in GMT.
  • Ensure this time is equal to or earlier than the actual submission time (you wouldn’t post-date it).
  • This field is largely for record and to fulfill the requirement that the declaration be “signed or otherwise authenticated” with date/time.
  • In amendments, a separate amendment timestamp is used, but for the original ENS, this is the one.
  • If you are using the HMRC API or system, it will likely insert this for you. If manually filing (via a third-party interface), it might be filled behind the scenes. Just be aware it exists.
• Example: If submitting on 2025-07-03 at 02:30 GMT, the field would be 202507030230.
• Common mistakes: Time zone confusion – it must be GMT, not local time (especially important if you’re filing from a different time zone). Another mistake is not updating this field on each new declaration (re-using an old timestamp or a static value can cause errors). Generally, let your software handle it if possible. Also, the format is strict, so ensure zero-padding (e.g. January is “01” for month, 1 AM is “01” for hour, etc.). Missing this field will lead to rejection as it’s mandatory that each ENS has a date/time of declaration.

Note: If you are filing your declaration via the Customs Declarations UK platform, this field is automatically populated by the system. You do not need to enter this manually.

Conditional Fields (Required in Specific Situations)

The following 8 fields are only required if certain conditions apply to the shipment. If the conditions are met, these fields become mandatory; otherwise they can be omitted. It’s important to understand when to include them to ensure compliance:

Unique Consignment Reference Number (UCR) – Commercial Reference

• Requirement: Conditional. Must be provided if you are a fast parcel operator or express carrier, or in similar scenarios where a UCR is used to identify a consignment. Optional for others.
• Level: Header and item level (it may be provided once per declaration or per item if different per item, depending on usage). In many cases, a single UCR at header can cover all items if they are part of one consolidated consignment.
• Format: Up to 70 characters (an..70). This is often structured following the WCO UCR format: ideally, it includes the year, the owner’s EORI, and an internal reference. For example: 23GBABCDE1234567890 (year 2023, GB EORI prefix, plus internal ref). The WCO format recommendation is: YY + EORI + reference.
• Guidelines: The UCR (also called UCN – Unique Consignment Reference) is a reference that uniquely identifies a consignment across supply chains. Fast parcel and express operators are required to provide a UCR for each consignment. This is because they often consolidate many small packages under one master transport document, and customs risk assessment can use the UCR to pinpoint a package. If you have a UCR, enter it here. If you are not an express carrier, you can still use this field to provide an additional commercial reference (like an internal tracking or invoice number) to help identify the goods.
  • A key advantage: If a UCR is provided, you do not need to provide individual transport document numbers for each consignment (because the UCR itself links to those details). However, many traders still provide both to be safe.
  • Only use a UCR if it indeed is unique and follows the proper format; it should ideally be globally unique to that shipment.
  • For example, express carriers often use a form of UCR that starts with the year and their company identifier.
  • If you provide multiple ENS items each with their own UCR, that’s possible too (each item’s UCR must then be unique).
• Example: 25GBEORI123456789XYZ could be a UCR issued in 2025 by a company with EORI “GBEORI123456789” and reference “XYZ”. Another example: DHL might use something like 23GBDHLA1B2C3D4E5F as a UCR for a package.
• Common mistakes: Using UCR improperly – e.g., putting a house bill number here thinking it’s the UCR when it doesn’t follow the format or isn’t truly unique beyond that shipment. If you’re not in the express parcel business, ensure the “UCR” you provide is indeed a unique reference that won’t conflict with others. Don’t confuse UCR with MRN or LRN; the UCR is more of a commercial tracking ID, not something assigned by customs (the MRN is assigned by customs after you file). If you don’t have a UCR, you can leave this field blank – do not invent one just to fill it. Only use it when it adds value (e.g., to avoid listing many documents or to link shipments). Remember, if you use a UCR and skip transport document numbers on that basis, ensure that’s acceptable – the HMRC guidance suggests if UCR is present, transport document numbers are not needed, but this might mainly apply in certain systems. It might be safer to include both UCR and transport docs unless you are certain.

Carrier (Entry Carrier Details)

• Requirement: Conditional. Required if the carrier is different from the person lodging the ENS. If you (the filer) are the carrier, then you do not need to separately provide carrier details (since the “Person Lodging” already identifies the carrier in that case). If you are filing on behalf of the carrier (e.g., a freight forwarder or agent), then you must provide the carrier’s details here.
• Level: Header-level.
• Format: EORI/TIN (an..17) plus Name and Address as needed. Specifically: Carrier EORI (if GB or non-GB), and if a non-GB EORI or no EORI is given, then the Name (an..35) and Address (Street, City, Postcode, Country – each field with similar length limits as consignor/consignee) must be provided. If a GB EORI for the carrier is provided, name/address are optional (not required). If an EU or other (non-GB) EORI is provided, name/address must accompany it, as UK customs won’t have those details on file.
• Guidelines: The “Entry Carrier” is the party physically transporting the goods into the UK (e.g., the shipping line, airline, trucking company for accompanied, ferry operator for unaccompanied trailer, etc.). This section of the ENS must be completed by third-party filers to identify that actual carrier. Provide the carrier’s legal name and address (if needed) and their EORI number. It’s crucial that you have the carrier’s knowledge and consent to lodge the ENS on their behalf; part of that is obtaining their EORI and info.
  • EORI: Ideally, the carrier will have a GB EORI (especially if they operate in UK regularly). If so, include that; then you need not fill address.
  • If the carrier only has an EU EORI or other identifier, include that as TIN and supply the name/address fields as well.
  • The data format is similar to consignor/consignee: Name (35 char), Street (35), City (35), Postcode (9), Country (2).
  • Who is carrier? For sea, the ocean line or feeder operator. For air, the airline (though in air, often the carrier does their own ENS, but if not, then this is needed). For accompanied truck on ferry, the road haulage firm (truck owner) is the carrier at entry; for unaccompanied trailer on a ferry, the ferry operator is considered the carrier. Rail – the rail freight operator. Provide accordingly.
• Example: If you are a forwarder filing for a shipment arriving by Maersk Line vessel: Person lodging = you (forwarder’s EORI), Carrier = Maersk Line’s EORI GBMAERSK0000… plus maybe name “Maersk Line A/S” if needed. If you are an express courier filing and you are the carrier, then Person Lodging is same as Carrier, so you wouldn’t fill separate carrier. Another example: for an accompanied truck, if the haulage company is ABC Haulage Ltd (GB EORI GB123456789000), and you file on their behalf, provide that EORI as Carrier and you need not give their address (since GB EORI covers it).
• Common mistakes: Not providing carrier info when you are not the carrier – this is a frequent error. Customs needs the carrier’s identity; failing to include it could lead to rejection or compliance issues. Conversely, providing carrier details when not needed (like duplicating your own info if you are the carrier) isn’t harmful per se, but could confuse the data. Also ensure the EORI is correct and active; using an incorrect carrier EORI might break the link for “Do Not Load” messages (which go to carrier’s EORI). If the carrier has no EORI (unlikely for regular carriers, but if say a foreign airline that hasn’t registered), use whatever TIN they have and definitely provide name/address. Always double-check spelling of the carrier name and use the registered business name (matching EORI records).

Notify Party

• Requirement: Conditional. Provide if there is a party who needs to be notified upon arrival and the information is available. Always required in the special case where the consignee is not named due to a negotiable “to order” bill of lading (blank endorsed) together with special mention code 10600. In that scenario, Notify Party becomes mandatory (since consignee is essentially “To Order”). In other cases, if a notify party is listed on the B/L or known in the shipping instructions, include it (though not strictly mandatory unless per contract it’s needed).
• Level: Can be provided at header or item (or both) – generally, if one notify party applies to the whole ENS, put at header; if different items have different notify parties, specify per item.
• Format: Name (an..35), Address (Street an..35, City an..35, Postcode an..9, Country a2), and EORI/TIN if available (an..17). Essentially same structure as consignor/consignee. If a GB EORI is provided for the notify party, name/address become optional (like with others) – but usually notify parties might not have GB EORI unless they are a UK entity.
• Guidelines: The Notify Party is an entity (usually the buyer’s agent, freight forwarder, or other interested party) who should be informed when the goods arrive. On some Bills of Lading, there’s a “Notify Party” field (often used if the consignee is “To Order” or if a third party like a warehouse or broker needs the arrival notice). Include these details if they exist. If goods are under a negotiable to-order B/L with no fixed consignee, you must provide a notify party (someone to contact) – in fact, ENS in that case requires special mention code and notify party by law.
  • Provide the notify party’s full name and address in the same format as other parties.
  • If they have an EORI or trader ID and you know it, include it (especially if it’s an EU/GB EORI). That can help in linking data. However, it’s not mandatory to have an EORI for notify.
  • Only include one notify party per item ideally (if multiple, it complicates things – usually only one notify is listed on transport docs). If multiple are needed, use the one primarily responsible for reception of notice.
  • If no notify party is applicable (e.g., consignee is a direct named party and no one else needs notice), you can omit this field.
• Example: A shipment’s B/L shows “Consignee: To Order of XYZ Bank” and “Notify: ABC Imports Ltd, 22 Market St, London, GB”. In ENS, since consignee isn’t real (to order), you must put ABC Imports Ltd as Notify Party with their address and possibly EORI. Another example: Some forwarders list themselves as notify for house B/L – if you as forwarder are to be notified, you could put your details.
• Common mistakes: Not providing notify details when the B/L is “to order”. This is a compliance requirement – customs want to know who will take delivery in such cases. Also, providing notify party when it’s not needed can clutter data (though it won’t usually cause rejection). If you do provide it, ensure the address is complete and formatted correctly (Name, address, country). Do not confuse “Notify Party” with “Representative” or declarant – it’s specifically about who gets arrival notifications. Another mistake: forgetting to include notify when code 10600 (consignee unknown) special mention is used – remember those go hand-in-hand. If a notify party has an EORI, include it to simplify identification; if they don’t, that’s fine.

Conveyance Reference Number

• Requirement: Conditional. Required for all modes EXCEPT: accompanied RoRo, unaccompanied RoRo, and road freight. In other words, you must provide this for Sea, Air, and Rail shipments. You should omit it (or it’s not needed) for pure road movements (like EU to GB by truck through tunnel with driver) and for RoRo scenarios where the vessel/vehicle info is captured elsewhere.
• Level: Header-level (one per ENS, identifying the journey).
• Format: Up to 35 characters, alphanumeric (an..35). This is typically a voyage or flight number, or train number. Format specifics:
  • For Air: Must be the flight number in a specific format: 2-3 letter airline code + 1-4 digit flight number + optional 1-letter suffix, with no spaces. Example: BA1234 or BA1234A. (Total up to 8 characters.)
  • For Sea: Usually the vessel’s voyage number (e.g., a service voyage code). Often an alphanumeric code assigned by the carrier like “OA123E”. However, HMRC has a special rule: if a sea conveyance reference begins with “XFER”, then it is indicating a Channel Tunnel transfer and must be followed by the lorry plate. In general for deep sea, just use the voyage number (without including vessel name here).
  • For Rail: Use the train number or train identification for that journey.
  • For Short sea RoRo ferries (unaccompanied): If needed, ferry operators might have voyage numbers, but since unaccompanied RoRo is exempt from requiring it, you typically don’t put it.
  • No separators like hyphens except those that are part of the official number. For example, flight “BA 123” should be entered as BA123 (no space).
• Guidelines: This field identifies the specific journey of the means of transport into the UK. Provide:
  • For Sea (vessel voyage): The official voyage number. E.g., if the ship’s voyage is 2105W, put that. Special case – Channel Tunnel through freight (also coded as sea in some contexts): The rule mentioned is if you use “XFER” prefix (indicating a truck transferred via ferry perhaps), you must directly append the truck’s registration without spaces. Actually, “XFER” usage is a bit niche – likely for mixed mode (ferry + road) scenarios. In general, avoid starting a conveyance ref with “XFER” unless instructed and you include the reg plate right after it (like XFERAB12CDE).
  • For Air: Use the flight number exactly as assigned. Include the airline code (e.g., BA, KL, CX) and the numeric. If there is a suffix (like A, B for multi-segment flights), include it. Do not include route info or date, just the flight ID.
  • For Rail: Use the train number that the rail operator uses for that service on that date.
    This field is crucial for customs to link all ENS for one voyage/flight together.
• Example:
  • Sea: HOEG1234 (voyage number of a container ship).
  • Air: BA431 for British Airways flight 431.
  • Air with suffix: CK257A for Cathay Pacific flight 257A.
  • Rail: EUR123 for a Eurotunnel freight train.
  • Special: XFERAB12CDE (if a code “XFER” is used followed by a truck reg AB12CDE to indicate a transfer).
• Common mistakes: Providing this for modes where not required (like putting a truck reg here for a road movement – that actually should not be here because accompanied RoRo and pure road have it elsewhere). For air, a common mistake is including the flight date or airport, e.g. “BA431/10JUL” – do not include date or slash, only the flight code. For sea, sometimes people put the vessel name here; do not put “MV MSC Example” – vessel name is not requested here (the identity is given in the “Identity of transport” field via IMO). Use the voyage or schedule number. Also ensure no spaces or special characters; the entire string is alphanumeric continuous. If the voyage number isn’t known (rare, carriers always have one), you must get it from the carrier. Not providing this for an Air or Sea shipment is a serious omission – customs use it to issue “Do Not Load” messages for high-risk shipments (especially for deep-sea, where they send DNL by referencing voyage and document number). So make sure it’s accurate.

Number of Pieces (Unpackaged Goods)

• Requirement: Conditional. Required if goods are unpackaged (i.e., no “packages” to count, but you have individual pieces). If you indicated a package type of “NE” (No packaging) or otherwise have loose items, then you should provide the count of pieces here. Not required if Number of Packages already covers the count (for packaged goods) or for bulk commodities measured by mass/volume.
• Level: Item-level.
• Format: Numeric, up to 5 digits (n..5).
• Guidelines: This field captures the count of individual pieces when goods are not packaged in defined packages. Use it in scenarios like: vehicles being shipped (each vehicle is a piece, unpackaged), machinery not on pallets, bulk items counted by piece (e.g., logs, steel beams – they might be unpackaged but you can count them), or empty containers, etc. If you have already given a “Number of packages,” you normally wouldn’t give “number of pieces” as well, unless some items in that goods item are unpackaged in addition to packaged (which would be unusual). Essentially:
  • If Kind of Packages = NE (unpacked) or similar, provide the total number of individual items. For example, 5 vehicles on a RoRo ship might be kind NE and number of pieces = 5.
  • If bulk liquid or grain, you don’t really have “pieces” (that would be measured by volume/weight, not count), so you would not use this field – bulk is just bulk (no packages, no pieces).
  • For goods like large machinery or project cargo that are not in crates, count each unit as a piece.
  • If goods are palletized or in packages, this field stays blank because you use Number of Packages instead.
• Example: A car carrier ship ENS item for 100 cars: Number of packages = (blank or 0, since no packages), Number of pieces = 100. Another example: a large industrial machine not crated: Number of pieces = 1 (one item, unpackaged). If you had, say, 3 big turbines not in crates, pieces = 3.
• Common mistakes: Providing a number here when you’ve already provided a number of packages – this could double count if misunderstood. Use one or the other as appropriate. Another mistake is failing to provide this when it actually should be (e.g., listing package type “NE” and leaving piece count empty – customs won’t know how many items that covers). Also, people sometimes confuse “Number of pieces” with “Number of packages” – remember pieces is only for unpackaged scenarios. Don’t put “1” piece for bulk liquid; that doesn’t make sense. Bulk commodities typically have neither packages nor pieces (just weight).

Shipping Marks and Numbers of Packages

• Requirement: Conditional. Must be provided for all packaged goods (i.e., if the goods are in packages that have markings). Not required if goods are unpackaged or if they are containerized loose bulk inside (see below).
• Level: Item-level.
• Format: Free text, up to 140 characters (an..140).
• Guidelines: This field is for the marks and numbers on packages, which help identify them externally. Typically, for ocean freight, it refers to the stenciled or labeled markings on crates, bags, boxes, etc. For example, a shipment might have packages labeled “1 of 10, 2 of 10, … 10 of 10, ACME Co. Ltd.” – those are the shipping marks. You should provide a brief description of the marks and numbers on the packages. If packages are simply numbered, you can state the range (e.g., “Packages numbered 1-10”). If they are unmarked, you can state “No marks and numbers”. If the goods are containerized and the packages inside have no separate marks, and especially if goods are loose in a container, this field can be skipped only if container number is provided instead (since the container number then identifies it). Specifically:
  • For all packaged goods not in a freight container: provide whatever is written on the packages – e.g., “Brown cartons on 10 pallets, marked ‘ACME Electronics’”.
  • If goods are loose in a container or vehicle (unpackaged bulk in container): you don’t need marks (since none on bulk), but you must provide the Container Number in that case and you can leave marks empty.
  • Essentially, customs wants either “marks and numbers” or a container number to identify the cargo units. If you have a container, focus on container number; if break-bulk (not containerized), provide marks on packages.
  • When providing marks, be concise but clear. It can include any alphanumeric sequences or descriptions that appear on packaging.
• Example: “Cases labeled ‘Machine Parts, ABC Corp’ numbered 001-050”, or “Bags marked ‘Product of Kenya’, lot 2025, 20 bags”. If no marks: “No marks” (though strictly, if truly no marks, the field shouldn’t be empty – explicitly say no marks or similar). In container shipments where the container is sealed and used as package: you could leave it blank and ensure container number is given.
• Common mistakes: Not providing this for break-bulk or LCL cargo – if goods aren’t in a full container or are in crates, etc., you need to fill this. Another mistake is writing generic things like “N/M” (no marks) for everything out of habit – only use “No marks” if genuinely the packages have no identifying marks. If the package has a customer name or code, that should be put. Also, do not confuse this with the goods description; marks and numbers are typically identifiers, not a description of contents. And do not list the container number here – container has its own field. If packages have serial numbers, you can list those as marks too. Ensure not to exceed 140 chars; if marks are very long (some shipments have lengthy markings), summarize as needed.

Container Number / Trailer Number

• Requirement: Conditional. Must be provided when the goods are containerized or moved in a transport unit identified by a trailer number. Specifically, if goods are in a shipping container, or in an unaccompanied trailer, or any similar unit load device that has an ID, you need this. Not required for bulk or break-bulk that is not in a container/trailer.
• Level: Item-level (each goods item can have one or more container numbers if applicable; if one item spans multiple containers, list each; if multiple items in one container, each item entry can repeat the same container number).
• Format: Up to 17 characters, alphanumeric (an..17). Typically, ISO container numbers are 11 characters (e.g., MSCU1234567), but trailers or other equipment might have different formats. Provide the identifier without spaces. For ISO containers: four letters + seven digits (with an optional check digit as last digit). For road trailers: often a license plate or unit number.
• Guidelines: Enter the unique identifier of the container or trailer that the goods are transported in.
  • For standard shipping containers, use the container number (e.g., ABCD1234567). This must match the format registered (letters and digits, usually 4 letters + 7 digits).
  • For road trailers (unaccompanied RoRo), if a trailer (with no truck) is put on a ferry, provide the trailer registration number here. Use the format as per national registration (for example, a UK trailer might have a plate, or the ferry might assign a trailer ID – but generally use the number on the trailer). Ensure to follow any specifics (the guidance notes that the trailer number provided should be the one registered with the national authority in that country of registration).
  • If a container is on a trailer, prefer the container number over the trailer number in this field (because container is a more specific identifier of the goods). So, if you have a container on a chassis, give container number, not the chassis plate.
  • If multiple containers/trailers are under one ENS item, include each (many systems allow repeating the field or listing multiple separated by commas).
  • This field is critical for enabling customs to tie the ENS to physical units at the port. If goods are containerized, do not omit the container number.
  • Note: If goods are loose in a container (LCL or bulk in container), you must have container number and you might skip marks as discussed. Also, if multiple consignments in one container, they all share container number but have distinct ENS, which is fine.
• Example: MSCU1234567 (container number), TLLU8899001, TRLU2233445 etc. For a trailer: maybe TRL-12345 if that’s the trailer ID (but typically just the plate like “XYZ123”). Always double-check container numbers for accuracy (they are often mis-typed; ensure check digit is correct).
• Common mistakes: Forgetting to include container numbers on FCL (full container) shipments – a serious omission that will be flagged. Also, mixing up trailer vs container: e.g., putting a truck’s tractor plate here for accompanied transport (don’t do that; accompanied truck’s identity is captured as vehicle reg in Identity of means of transport, not here). Only use this for actual standalone transport units carrying goods:
  • Unaccompanied trailer on ferry → trailer reg here.
  • Container on ship (or on rail, or on road) → container number here.
  • ULD (air cargo Unit Load Device) – interestingly, ULD numbers are not usually required in ENS, but some might put in this field if treating a ULD like a container. However, generally, air doesn’t require container numbers, so not needed.
  • Another mistake: including spaces or lowercases in container numbers. Use upper-case letters and no spaces (e.g., write MSCU1234567, not “MSCU 123456-7” or such).
  • If one consignment spans multiple containers, be sure to list all container numbers for that item (some might erroneously only list one). And if one container has multiple items, ensure each item record gets the container number.
  • Also note, if goods are out-of-gauge or no container (just on flatbed), you wouldn’t have a container number – that’s fine, then this field is not applicable.

UN Dangerous Goods Code

• Requirement: Conditional. Required if the goods being shipped are classified as dangerous goods under the UN ADR/IMDG/IATA codes. In practice, if the commodity has a UN number (UN 4-digit code for hazardous materials), you must declare it. If no part of the shipment is dangerous, you omit this field.
• Level: Item-level (only for the items that are dangerous).
• Format: 4-digit numeric code (n4). This is the UN Number assigned to the hazardous substance (from the UN dangerous goods list, e.g., UN1203 for gasoline, UN1993 for flammable liquid n.o.s., etc.). It should be exactly four digits (include leading zeros if any, e.g., UN0082 should be “0082”).
• Guidelines: If the goods item is classified as hazardous, provide the UN Dangerous Goods code (UN number) that corresponds to the substance or article. This allows customs and emergency authorities to know the nature of dangerous cargo. You should also ensure any required additional info or documents (like special certificates) are in the ENS if needed, but code-wise:
  • Use the primary UN number. If an item contains multiple hazardous materials with different UN numbers, ideally each would be declared as separate items with their respective codes. If they are mixed packing, list the most appropriate or multiple if allowed.
  • The code must be valid from the UN list (1 to 4 digits, often 4 digits with leading zeros up to 4). For example: explosives UN 0335, flammable liquids UN 1263, etc.
  • There’s typically no need to prefix with “UN”, just the number (some systems accept with “UN” but here guidance implies just numeric).
  • This field is only for substances that have a UN number. It’s not used for other hazardous indicators (like class only – the actual UN number is required).
• Example: If shipping paint that is flammable, UN1263 is the code (would enter 1263). If shipping lithium batteries, UN3480 perhaps. If multiple hazard codes apply, you might have multiple entries or separate items. If shipping non-dangerous goods, leave blank.
• Common mistakes: Not providing the UN code when shipping declared dangerous goods – for instance, if you have indicated on the manifest that it’s haz cargo but forgot to put the code here, that’s an error. Another mistake is putting an IMO Class or packing group instead of the UN number (the ENS specifically wants the UN four-digit code, not “Class 3” etc.). Also be careful to use the updated UN code if it changed (sometimes new substances get new UN numbers). If an item like “Perfumes” is flammable and has UN1266, you must include 1266. If you’re unsure whether something is classified, check transport documents or MSDS – if a UN number is assigned there, use it. Avoid leading/trailing spaces or adding “UN” letters. And ensure it’s 4 digits (if you have a three-digit one, pad with a zero in front, though most are 4). Omission of a required UNDG code could result in fines or safety issues, so be diligent if any hazardous materials are involved.

Optional Fields (Additional Information, Provided If Available)

These 9 fields are optional – you are not required to supply them for ENS acceptance, but providing them when relevant can add clarity or fulfill specific business needs. If you have the information readily, it can be good practice to include it. However, leaving them blank has no negative effect on compliance (except where their absence might lose some benefit, like identifying special status).

Commodity Code

• Requirement: Optional.
• Level: Item-level.
• Format: Up to 8 digits (an..8, usually numeric). This corresponds to the HS (Harmonized System) tariff code of the goods, typically the first 4 or 6 or 8 digits of the commodity’s tariff classification.
• Guidelines: You may provide the commodity’s tariff code to help describe the goods. It is not mandatory for ENS in GB, but traders sometimes include it. If provided, HMRC allows you to use the first 4 digits of the 8-digit commodity code (i.e., the HS chapter and heading) if you don’t want to give the full code. The rationale is that a 4-digit HS chapter can give a general idea of goods type. Of course, you can give the full 8-digit UK commodity code if you wish (or presumably even 10-digit if known, though the data element says 8).
  • Use only valid HS codes as per the UK Tariff. For example, 8517 for telephone equipment (first 4 digits of an 8-digit code like 85177000).
  • This field supplements the goods description; it should align with it (for instance, if your description says “men’s cotton shirts”, a commodity code might be 6105 for men’s shirts).
  • Including the code can assist customs in risk analysis (certain high-risk goods might be flagged by code), but it’s optional because the description is primary.
• Example: 8542 (for electronic integrated circuits), 100630 (for semi-milled or wholly milled rice – 6 digits), or 87032390 (8-digit for certain motor cars). If you choose 4 digits: just 8703 would indicate motor cars generally.
• Common mistakes: If provided, ensure the code matches the description. A mismatch (like description “textiles” but code is for “electronics”) could confuse or raise questions. Also, don’t exceed 8 digits or include decimal points/spaces (some people format HS codes with periods like “85.17” – do not do that, just continuous digits). Another mistake is thinking this replaces a proper description – it does not. Always still give a good description; the code is supplementary. If unsure of the exact code, it might be better to omit than to guess incorrectly, since an incorrect code could mislead (though optional, it’s not validated for accuracy at ENS stage, but still).

Total Number of Packages (Header)

• Requirement: Optional.
• Level: Header-level.
• Format: Numeric, up to 7 digits (n..7).
• Guidelines: This is the aggregate count of all packages in the entire ENS declaration (summing across all items). If you choose to provide it, it should equal the sum of the “Number of packages” (and pieces, where applicable) of all items on the declaration. Specifically, if you have 3 items with 10, 5, and 2 packages respectively, the total number of packages would be 17 (assuming none are bulk). If some items are bulk with no packages, see bullet two:
  • When calculating, for bulk items (no packages) that are in containers or such, count each unit of transport or grouping as per guidance. HMRC notes: if present, this number must equal the sum of all ‘Number of packages’ + ‘Number of pieces’ at item level, +1 for any goods declared as bulk. This implies if you had an item declared as bulk (no packages, no pieces, just bulk weight), you still count that as 1 for the purpose of total packages count. So bulk item counts as one “package” conceptually.
  • Also, no leading zeros allowed (don’t do 00017, just 17).
  • Providing this field can be a nice cross-check; customs or your own system can verify the consistency. The system might throw an error if the total doesn’t match the sum of items when it is provided. If you’re not confident to maintain it, you can omit it since it’s optional. Many modern systems auto-calculate it if needed.
• Example: If ENS contains items with package counts 5, 3, and one bulk item, total number of packages = 5 + 3 + (bulk counts as 1) = 9. If just two items with 100 and 50 packages, total = 150.
• Common mistakes: Providing a total that doesn’t match the detail. If you put a total, double-check sums. Another mistake is misunderstanding the “+1 for bulk” rule – it’s a bit counterintuitive, but basically bulk still occupies space so they count it as a unit. If you had all bulk and you put 0, that would conflict (they expect at least 1 if an item exists). If you omit this field entirely, then no issue arises. If your software auto-fills it, ensure it updates when you add/remove items. And do not include containers or vehicles in this count (only packages/pieces as defined). If you had provided Number of Pieces for unpackaged items, include those in sum.

Note: If you are filing your declaration via the Customs Declarations UK platform, this field is automatically populated by the system. You do not need to enter this manually.

Total Number of Items

• Requirement: Optional.
• Level: Header-level.
• Format: Numeric, up to 5 digits (n..5).
• Guidelines: This is simply the count of goods items declared in the ENS. In other words, how many separate item entries (with their own descriptions etc.) are in the declaration. If provided, it must equal the actual number of item data groups included and have no leading zeros. Typically, if you have item 1, item 2, item 3 in the ENS, Total number of items = 3. This is usually obvious from the structure of the message, so providing it is redundant but can serve as a check. Many systems automatically derive it. It’s optional to explicitly state it.
• Example: If you’re declaring a consolidated ENS with 10 items (perhaps 10 House bills), you could put 10. If a single-consignment ENS, you could put 1.
• Common mistakes: Not matching the actual count. If you list 5 items but mistakenly put 6, that’s an inconsistency. This might cause an error or at least confusion. Another trivial mistake could be including leading zeros (“05” instead of “5”). Given it’s optional, some choose not to include this field at all; that avoids any risk of mismatch. If you do include it, update it whenever items are added or removed prior to submission.

Note: If you are filing your declaration via the Customs Declarations UK platform, this field is automatically populated by the system. You do not need to enter this manually.

Specific Circumstance Indicator

• Requirement: Optional.
• Level: Header-level.
• Format: 1-letter code (a1). Possible values are defined in the “Specific Circumstance Indicator” code list, such as:
  • A – Postal/Express consignments
  • B – (Not listed above, but possibly reserved)
  • C – Road mode of transport
  • D – Rail mode of transport
  • E – AEO (Authorized Economic Operator) consignment
    (These codes come from the list: A, C, D, E…)
• Guidelines: This indicator is used to signal special handling or circumstances of the shipment. In UK ENS context:
  • A (Postal and express consignments): Use if the ENS is for postal packets or express parcels. This might group those under certain risk rules.
  • C (Road mode): Possibly used if goods are accompanied road shipments (though mode is anyway road, this flag might distinguish something, but given the code list description, it’s likely meant for something like “Inland waterways or road from particular places”? Actually the list specifically says C = Road mode, D = Rail mode. This likely originated from EU ICS where for road and rail, entry summary declarations had waivers or special handling).
  • D (Rail mode): Use if goods arrive by rail (perhaps to indicate a special simplified process for rail?).
  • E (AEO): Use this to indicate that the consignment is covered by AEO security arrangements – but crucially, HMRC notes that you can only use E if the Person Lodging AND all Consignees have AEO certificates (AEOS or AEOF). If a representative is lodging, they must also be AEO if this is an amendment by rep, according to notes.
  • If conditions for E are met (all parties are AEO), setting this flag might expedite or reduce intervention, as it tells customs this is an AEO-to-AEO movement.
  • If none of these specific scenarios apply or you’re not sure, leave it blank. Many ENS filings will have no specific indicator.
• Example: A courier company filing a bulk ENS of parcels may put A to indicate it’s express consignments. A freight train arrival from the Channel Tunnel might use D. If a certified AEO importer is receiving goods from an AEO exporter and an AEO carrier lodges the ENS, they might use E (ensuring all have that status).
• Common mistakes: Misusing E without meeting the criteria – this is a validation rule. If you put E but, say, one of your consignees is not AEO, you would be in breach of the rule. Customs could cross-check AEO status and your ENS could be flagged or considered non-compliant. Only use E if you know everyone involved holds AEO(Safety) status. The other codes (A, C, D) are less critical but still only use them in the correct context (e.g., don’t randomly use C or D unless it’s indeed road or rail import under some special program). Since these indicators might tie into waived or simplified processes, using them incorrectly could cause issues (for example, code C and D might relate to movements that don’t need ENS under certain agreements, etc., but in GB post-Brexit context, road/rail from EU do need ENS, so not entirely clear – they might keep these codes for legacy or analysis). When in doubt, leaving it blank is safe.

Special Mentions (Additional Information Codes)

• Requirement: Optional.
• Level: Item-level.
• Format: Alphanumeric code up to 5 characters (an..5). These codes correspond to predefined “Additional Information” or “Special Mentions” code list entries. For example, one known code is “10600” which indicates a “Consignee not known – to order BL” scenario. There are likely other codes for things like diplomatic shipment, military, humanitarian aid, etc., if applicable.
• Guidelines: Special mentions are used to convey certain standard additional information to customs in code form. If a particular situation applies, you enter the relevant code from the Additional Information (AI) code list. Some scenarios where an AI code might be used in ENS:
  • Consignee unknown (Negotiable B/L): Code 10600 should be used when a negotiable “To Order” bill of lading is present and thus consignee isn’t named. In that case, as mentioned earlier, Notify Party must be provided. The presence of code 10600 alerts customs that consignee is “To Order”.
  • Other possible codes might relate to goods under certain treaties or other special status (the actual list would define them).
  • The ENS data guidance suggests to refer to the Additional Information tab for codes. It’s optional, so if no special mention applies, leave blank.
  • Use the code exactly as given (usually numeric or alphanumeric). If multiple codes apply to one item, you might list multiple occurrences of this field or combine if format allows.
• Example: For a shipment on a bill of lading “to order”, you would include special mention code 10600 on that item, and provide Notify Party. Another example: if there were a code for “EU transit under TIR” or something (just hypothetical), you could include that if relevant. But common ENS AI codes in UK are few; 10600 is a key one.
• Common mistakes: Forgetting to include 10600 when required – if consignee is blank and you have a notify party because of a to-order B/L, you should include that code to formally indicate why consignee is blank. Conversely, do not use 10600 if you actually have a named consignee (it’s only for to-order). If you don’t know any special codes, you likely don’t need this field. Also, do not confuse these codes with other code lists (document codes, etc.). They are a distinct list purely for extra info. Ensure any code used is from the official list – an arbitrary text here won’t be recognized.

Signature and Authentication

• Requirement: Optional (often system-generated).
• Level: Header-level (represents declaration authentication overall).
• Format: This isn’t a user-entered data element per se, but conceptually it’s an indication of signature. Some systems might have a code or digital signature. Often, simply submitting via your credentials is considered an electronic signature.
• Guidelines: In the context of ENS filings, signature and authentication refers to the legal requirement that the declaration is authenticated by the person lodging. In practice, when you submit the ENS through the S&S GB system (whether via API or a third-party platform), that action serves as your “signature”. The ENS message structure contains fields like “Declaration date and time” (which we provided) and possibly an electronic signature field, but for the trader there is no additional data you must input beyond using your EORI credentials. If an explicit field exists in the format (for example in some EDIFACT message versions, a declarant’s signature code might exist), the system usually populates it or it’s left blank if not required.
  • Since the user specifically asked to include this: one can note that no physical or scanned signature is required. Instead, ensure you have provided all authentication details per system (like your login, digital certificate, etc.).
  • If the platform asks for a “Declarant’s reference or signature code”, you can use your name or a simple text, but generally it’s not needed in S&S GB API.
• Example: N/A. (There isn’t an example value as such; it’s implicitly covered by the declaration submission process). If it were an EDIFACT message, it might carry a code like “/SIGN/” segment or similar, but with modern API it’s behind the scenes.
• Common mistakes: Not applicable, since nothing explicit to fill. Just remember that the act of submission is legally binding – ensure the information is true and complete to the best of your knowledge, as that is effectively your attestation. If using a third-party, you as the carrier still carry the responsibility, so proper delegation is important.

Declaration Place

• Requirement: Optional.
• Level: Header-level.
• Format: Free text, up to 35 characters (an..35).
• Guidelines: This is a brief text indicating where the declaration was made (for example, the office or city from which you, the declarant, are lodging it). It’s an old-style data element primarily carried over from customs forms where you’d write the place of signing. In electronic submissions, it’s less significant. If provided, it might be your company’s location or “Office of [Company], [City]”. The guidance says it should be specific, e.g., an EU country name rather than just “EU” – but since now it’s GB, you can put a city and country.
  • It’s completely fine to leave blank. If you want to use it, you could put the city/country from which you’re filing or where your office is.
  • Could also be used if someone is filing on behalf of someone else from a different location, to indicate origin of the declaration.
• Example: London, GB or Manchester, UK or ABC Ltd, Glasgow. Or a full address of office if you wanted (but 35 char limit means keep it short). For instance: “Belfast GB”.
• Common mistakes: Almost none, since it’s rarely used. If using, don’t just say “GB” or “EU” – be a bit more specific as note suggests. Also, do not confuse this with Office of Entry or anything – it literally is just the place of filling out the form. Many leave it blank in digital age.

Nationality of Active Means of Transport (Crossing the Border)

• Requirement: Optional (only relevant for certain modes).
• Level: Provided at header or item (likely header) when applicable.
• Format: 2-letter country code (a2).
• Guidelines: This denotes the country of registration of the active means of transport entering the UK. In practice, it’s meaningful for certain modes like road vehicles, maybe aircraft or vessels if needed, but usually:
  • It’s particularly noted as applicable when transport mode is 3 (Road), 10 (RoRo accompanied), or 11 (RoRo unaccompanied). For these, the nationality of the truck (for road) or the ferry (for unaccompanied, which might already be known from vessel ID, but anyway) might be of interest.
  • For example, a truck with Polish plates might put PL as nationality of vehicle. For an accompanied truck on a ferry, the active means is the truck (driving), so its nationality could be given (though not required). For an unaccompanied trailer, the “active means” is the ferry (which is sea mode, usually we would use vessel IMO and maybe flag, but the note specifically lists road and ro-ro codes for using this field).
  • For other modes like sea and air, the vessel/aircraft flag state is typically not needed in ENS (the IMO or flight covers identity). So it seems HMRC expects usage mostly for surface transport.
  • If provided, just use the country code of the vehicle’s registration country.
• Example: A UK truck -> GB. A truck with license plate registered in France -> FR. If a ferry’s active means for unaccompanied, ferry’s flag maybe, but since they said for 10 and 11 as well, maybe the trailer reg country? Actually, for unaccompanied trailer, the active means is the ferry (sea), but they still list code 11 in applicability. Possibly they mean if an unaccompanied trailer, put nationality of trailer reg (since trailer is kind of passive though). It’s a bit ambiguous, but you can provide if known. For example, trailer registered in Germany, code DE.
• Common mistakes: Not really critical if omitted (since optional). If used, ensure it’s a valid country code. Don’t confuse this with nationality of crew or anything – it’s specifically the vehicle/vessel registration country. Some might think to always put something here for vessels; that’s usually not needed (vessel flag is not required in ENS by code, though if you did, it wouldn’t harm likely). Only provide for modes specified if you want. Given it’s optional, many ENS filings skip it. If you operate a large fleet through UK, you might use it for data analysis or something. Just ensure it matches the actual registration; e.g. an Irish truck = IE, not UK.

Office of Subsequent Entry

• Requirement: Optional.
• Level: Header-level, likely as a structured data object (if goods will travel to another customs territory after GB).
• Format: Customs Office Code, 8 characters (an..8) for the subsequent entry point.
• Guidelines: This field is used if some of the goods in the ENS are destined to be transported onward to another customs office of entry after GB. In EU ICS, this is used when goods, after first entry, will enter another member state. In UK context, this could be relevant if goods are continuing to Northern Ireland or EU after arriving in GB, or possibly if an ENS is covering multiple legs. For Great Britain ENS, normally the journey ends in GB, so subsequent entry might not commonly apply except for transit cases. However, if you know that part of the consignment will move under transit to, say, an EU country, you could optionally inform a subsequent office.
  • Essentially, you’d provide the customs office code of the next entry point beyond the UK. For example, if goods after UK will go to Ireland, you might put IE’s port code. Or if some of the goods go to Northern Ireland after arriving in GB (though NI ENS is separate, so this is less likely needed here).
  • If provided, it should be the same format of code (country+6 digits) as other office codes. It’s an indicator for multi-stop routes.
  • If you have multiple subsequent entries (goods splitting to different destinations), you might have a complex scenario; typically not covered in a single ENS since ENS is arrival-based.
• Example: After arriving at GB, goods will also officially enter EU at Rotterdam, you might put NL000001 for Port of Rotterdam as subsequent entry. Or goods destined to Dublin after Holyhead, put IEXXXXX (the code for Dublin port). This is hypothetical because usually those would have their own ENS in EU side. Possibly more relevant if UK had an arrangement. It’s optional so rarely used.
• Common mistakes: This field is seldom used; a mistake would be to fill it thinking of final destination country erroneously. Only use if you truly are coordinating multi-territory entry. Given GB is a single customs territory, and if goods leave GB for EU, an EU ENS is needed separately – so from GB ENS perspective, you typically don’t need to list subsequent entry. Including such might confuse if not correct. If unsure, it’s best left blank.

Conclusion and Best Practices

Filing an ENS accurately is crucial for compliance with UK safety and security regulations. By completing all mandatory fields and the relevant conditional fields (only when required), and using the optional fields to provide additional clarity when available, carriers and filers can ensure smooth processing of their Entry Summary Declarations. Remember the following best practices:

• Double-check codes and references: Ensure all codes (country codes, document type codes, package codes, etc.) are valid and up-to-date from HMRC’s published lists. Small typos (e.g., using “UK” vs “GB”, transposing letters in container or EORI numbers) can lead to rejections or misrouting.
• Use specific and accurate information: The more precise your data (goods description, routing, etc.), the better customs can assess risk without needing to intervene. Avoid generic terms that could trigger manual checks.
• Consistency is key: Totals should match the sum of parts (items vs. total items, packages vs. total packages) whenever those optional fields are used. Also, information in ENS should be consistent with other documents (for example, the MRN you receive back will tie to the info provided – inconsistencies with manifests or transit declarations can cause issues).
• Timeliness: Submit the ENS within the legal timeframes before arrival (e.g. 2 hours before for short sea, 4 hours for long haul air, etc., as summarized in HMRC guidelines). Late submissions can result in penalties or “Do Not Load” messages.
• Amend when necessary: If you realize any detail is incorrect or has changed (and goods haven’t arrived yet), submit an amendment with the corrected data. Use the same LRN (now MRN) when amending, and include all original data plus changes. Note you cannot change certain key identifiers (like Person Lodging) via amendment.
• Retention of evidence: Keep copies of the ENS data (or at least the LRN/MRN and key info) for audit purposes. You may need to provide evidence of ENS filing to carriers or port authorities (e.g., via GVMS you might link ENS MRNs).
• Compliance and support: Be aware that failure to submit ENS or providing incorrect data can lead to delays, fines, or goods being refused loading or entry. If you encounter technical issues, HMRC’s ICS helpdesk can assist. Always provide the LRN or MRN when querying a specific declaration.

By following this comprehensive field-by-field guidance, freight forwarders, carriers, and logistics professionals can confidently prepare UK ENS submissions that meet HMRC’s requirements and contribute to a secure and efficient supply chain. Each data element, when optimally provided, helps paint a complete picture of the shipment for customs – reducing uncertainties and facilitating smooth clearance. Compliance with these guidelines ensures you fulfill the legal obligations while minimizing the risk of customs interventions or penalties.

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