Imported Goods Formal Entry Guide
Complete guide to formal entry for imported goods, freight forwarders, and getting SAD/CAD forms for BIR tax deduction
What you'll learn in this imported goods formal entry guide
This comprehensive guide to formal entry for imported goods in the Philippines explains how freight forwarders handle customs clearance, why you need SAD/CAD forms for BIR tax deduction, and how to avoid the 100% sales tax penalty for VAT-registered businesses.
For your business compliance needs, also see our BIR Business Registration Guide and Philippines Business Compliance Guide 2026.
What is Formal Entry for Imported Goods?
Official Customs Clearance Process
Formal entry is the mandatory customs clearance process for commercial imports worth more than ₱10,000 or any amount for business purposes
Submit Required Documents
Provide commercial invoice, packing list, bill of lading, and import authority certificate to the Bureau of Customs
Pay Duties and Taxes
Settle import duty, VAT (typically 12%), and other applicable fees before customs releases your goods
Receive SAD/CAD Forms
Get official customs forms that prove legal importation and are required by BIR for tax deduction
⚠️ Without Formal Entry
Your imported goods are considered undeclared or smuggled, carrying serious legal and tax consequences
Why Formal Entry is Critical for BIR Tax Deduction
✓ BIR Requires Proof of Legitimate Purchases
For imported goods, the accepted proof is the SAD (Single Administrative Declaration) or CAD (Customs Administrative Declaration) form issued by the Bureau of Customs after formal entry
✗ The Tax Consequence of No Formal Entry
If you're VAT-registered (annual sales ₱3 million or above) and cannot show SAD/CAD forms:
- • Your sales will be taxed at 100% - BIR treats your entire sales as gross receipts without cost of goods sold deduction
- • You lose the right to deduct import costs as business expenses
- • You may face penalties for tax evasion
- • Your business could be audited
How Freight Forwarders Work in the Import Process
What Freight Forwarders Do
⚠️ Important: Freight Forwarders Don't Automatically Do Formal Entry
Not all freight forwarders include formal entry in their standard service. Some offer:
- • Basic freight forwarding - only shipping, no customs clearance
- • Express clearance - fast-track but may skip formal entry
- • Full service - includes complete formal entry with SAD/CAD
Always clarify what services are included before hiring a freight forwarder.
Step-by-Step Process: Formal Entry with Freight Forwarders
Choose the Right Freight Forwarder
Select a freight forwarder that offers formal entry services. Ask specifically:
- ✓ Do you handle formal entry for commercial imports?
- ✓ Will you provide SAD/CAD forms after clearance?
- ✓ Are your customs brokers licensed?
- ✓ What documents will I need to provide?
Prepare Required Documents
Gather these documents before shipping:
From Your Supplier:
- • Commercial Invoice
- • Packing List
- • Bill of Lading or Air Waybill
- • Certificate of Origin (if applicable)
From Your Business:
- • Import Authority Certificate (from BOC)
- • Business Registration documents (DTI, SEC, Mayor's Permit)
- • TIN (Tax Identification Number)
- • Authority to Purchase (if importing restricted items)
Provide Documents to Freight Forwarder
Submit all documents to your freight forwarder before goods arrive. They will:
- ✓ Review documents for completeness
- ✓ Prepare customs declarations
- ✓ Calculate duties and taxes
- ✓ Submit to Bureau of Customs
Pay Duties and Taxes
Your freight forwarder will calculate and inform you of:
- ✓ Import Duty (varies by product type)
- ✓ Value Added Tax (VAT) - typically 12%
- ✓ Excise Tax (for specific products like alcohol, tobacco)
- ✓ Other fees (processing, storage, demurrage)
Customs Inspection and Clearance
BOC may inspect your shipment to verify:
- ✓ Declared value matches actual goods
- ✓ Quantity matches documents
- ✓ Goods are not prohibited or restricted
- ✓ Proper classification for duty calculation
Receive SAD/CAD Forms
After clearance, your freight forwarder should provide you with:
- ✓ SAD (Single Administrative Declaration) - The main customs form
- ✓ CAD (Customs Administrative Declaration) - Alternative form for certain imports
- ✓ Official Receipt showing duties and taxes paid
Claim Goods and Update Records
- ✓ Take delivery of goods from the freight forwarder
- ✓ Record in your inventory system
- ✓ Attach SAD/CAD forms to your purchase records
- ✓ Include in your cost of goods sold calculation
Documents Needed for Formal Entry
Essential Documents
- 1 Commercial Invoice - Shows value and description of goods
- 2 Packing List - Details quantity, weight, dimensions
- 3 Bill of Lading/Air Waybill - Proof of shipment
- 4 Import Authority Certificate - From BOC
- 5 Business Permit - Proof of legitimate business
Additional Documents (if applicable)
- • Certificate of Origin
- • Import Permit (for regulated items)
- • Phytosanitary Certificate (for agricultural products)
- • FDA Clearance (for food, drugs, cosmetics)
Common Mistakes to Avoid
Not Verifying Freight Forwarder Services
Assuming your freight forwarder handles formal entry when they don't. Always confirm in writing what services are included.
Under-declaring Value
Declaring lower value to reduce duties. This is illegal and can lead to seizure of goods, heavy fines, criminal charges, and blacklisting from import privileges.
Losing SAD/CAD Forms
These are your only proof of legal importation for BIR. Make digital and physical copies.
Using Informal Entry for Commercial Goods
Informal entry is for personal imports (under ₱10,000). Using it for commercial goods is tax evasion.
Not Updating Inventory Records
Without proper records linking SAD/CAD to specific inventory, BIR may disallow your deductions.
Ignoring Restricted Items
Some items require special permits (firearms, pharmaceuticals, etc.). Importing without permits leads to seizure.
Tips for Working with Freight Forwarders
Choose Licensed Customs Brokers
Ensure your freight forwarder employs BOC-licensed customs brokers who understand formal entry requirements.
Get Everything in Writing
Request a detailed service agreement specifying formal entry inclusion, timeline for clearance, document delivery, and fee structure.
Track Your Shipment
Use tracking systems to monitor your shipment's progress and anticipate arrival.
Build a Relationship
Establish long-term relationships with reliable freight forwarders for better service and priority handling.
Keep Digital Copies
Scan all documents immediately and store in cloud storage with proper backup.
Understand Your Product Classification
Know your HS (Harmonized System) code to verify correct duty calculation.
Checklist for Proper Documentation
Before Shipping
- Freight forwarder confirmed to handle formal entry
- Import Authority Certificate obtained
- All supplier documents collected
- Business registration documents ready
- Budget for duties and taxes prepared
During Clearance
- Documents submitted to freight forwarder
- Duties and taxes paid
- Customs inspection completed
- Clearance received
After Clearance
- SAD/CAD forms received
- Original receipts for duties/taxes obtained
- Digital copies made and backed up
- Goods added to inventory
- Documents attached to purchase records
- BIR filing prepared with SAD/CAD as supporting documents
When Formal Entry is Not Required
Formal entry is NOT required for:
- • Personal effects (non-commercial, under ₱10,000)
- • Gift items (non-commercial, under ₱10,000)
- • Diplomatic shipments
- • Transshipment goods (not entering Philippine commerce)
However, for any business importing goods for resale or use in operations, formal entry is mandatory.
Conclusion
Formal entry through customs is not just a legal requirement—it's your key to legitimate tax deductions for imported goods. Working with the right freight forwarder who understands this process ensures you receive the SAD/CAD forms that BIR requires.
For VAT-registered businesses with ₱3M+ in annual sales, skipping formal entry means paying tax on 100% of your sales instead of your actual profit. The cost of proper formal entry is far less than the tax penalties and lost deductions.
Choose your freight forwarder carefully, maintain complete documentation, and always process imported goods through formal entry. Your business's tax compliance and financial health depend on it.