A practical guide for importers and exporters: ICS2 comes to road transport

Import Control System 2 (ICS2) is coming to road and rail transport from April 2025, which will mean changes in processes for those exporting or importing goods to or through the European Union, so it is essential to be prepared. Here, we explain in a practical way what you need to know to comply with the new requirements and avoid complications.

1. What is ICS2 and why does it matter to you?

ICS2 is a mandatory EU system that collects detailed information on goods before they enter the EU. The system is already operational for air and postal shipments, and is gradually being implemented for maritime transport. From April 2025, it will also apply to road and rail transport, ensuring uniform control across all modes of transport.

The main objective of ICS2 is to strengthen security at Europe's borders by identifying potential risks before goods reach their destination. For importers and exporters, this means providing more detailed information at an earlier stage.

2. What information do you need to provide?

Before your goods enter the EU customs territory, you must ensure that an Entry Summary Declaration (ENS) has been lodged. This document, which is usually the responsibility of the carrier or freight forwarder, contains key information that you as the importer or exporter need to provide:

• Accurate description of goods: It is essential that the contents of the shipment are accurately described. Generic descriptions such as 'miscellaneous goods' or 'various products' are not acceptable.
• Harmonized System (HS) code: You must provide the HS code corresponding to your goods, with a minimum of 6 digits. This code is essential to correctly classify the goods and facilitate customs procedures.
• EORI number: If you are the consignee or importer within the EU, it is mandatory to include your Economic Operator Registration and Identification Number (EORI). This enables the authorities to identify you in the customs system.
• Detailed shipment information: This includes key information such as total weight, number of units, type of packaging and any other information that helps to identify the goods clearly and completely.

3. How can you prepare for these changes?

• Check the capacity of your logistics partners: Make sure that your operators, freight forwarders or carriers are aware of the new regulations and have the necessary tools to comply with the requirements. For example, that the Entry Summary Declaration (ENS) is submitted correctly and on time. 
• Train your team: Make sure that all professionals involved in shipment management are aware of the new ICS2 requirements and know how to provide the required information accurately. It is highly appropriate to provide specific training to staff in charge of effectively handling information requests from carriers and customs authorities.
• Update your digital systems: Check whether your ERP or logistics management software is configured to generate data in the format required by EU customs.

4. What happens if you do not comply with the ICS2 requirements?

Failure to comply with the requirements may result in:

• Delivery delays: Goods may be held at the border, affecting your delivery times.
• Financial penalties: Providing incorrect or incomplete information not only complicates the process, but can also result in fines.
• Additional costs: Physical inspections or prolonged storage while incidents are dealt with can increase costs.
• Damage to business relationships: Delays or any kind of delivery complications damage customer relationships and can affect your business reputation.

5. How can Rhenus help you?

Preparing for ICS2 requires a clear strategy and in-depth knowledge of the new customs processes. This is where Rhenus can help:

• Personalized advice: We identify what information you need to provide and when to provide it in order to meet the ICS2 deadlines.
• Optimization of procedures: We design tailor-made strategies to ensure efficient processes and avoid setbacks.
• Ongoing support: Our specialized team is always available to answer your questions.
• Adaptation to new requirements: We integrate these regulations into your logistics chain, minimizing disruption and ensuring your shipments arrive on time.

Are you looking for an expert logistics operator to handle the customs clearance of your goods? Contact our team of professionals.

DO YOU WANT TO KNOW MORE ABOUT ICS2 IN ROAD TRANSPORT?

Click on this link to access the information course prepared by the European Commission, which explains in 1 hour and 20 minutes how to optimize compliance with the new requirements. If you are looking for a more summarized content, you can consult this document on the website of the Tax Agency.