Every parcel containing goods that you send from Greece to the United States goes through U.S. customs (U.S. Customs and Border Protection, CBP), whichever courier you choose. With the right information, clearance is usually a routine step. If something is missing or the description is vague, the parcel can be held. In this City Sender guide you'll see what U.S. customs checks, which documents you need, how to declare contents and value, and what applies to food, cosmetics and other sensitive items.
In short
To get a parcel through U.S. customs smoothly, you need a detailed description in English, the real value, the correct country of origin and a proforma or commercial invoice. Food often requires an FDA Prior Notice. Import duties, taxes or fees may apply, and are normally paid by the recipient.
Does every parcel to the US go through customs?
Yes. The US is outside the EU, so every shipment containing goods is declared to U.S. customs. The courier transmits the proforma or commercial invoice data electronically, and customs decides whether the parcel can continue or needs something more. Customs may ask for:
- additional documents or permits,
- clarification of the contents,
- proof of value, such as a purchase receipt,
- the recipient's details as importer.
Which documents do you need to ship to the US?
Which document you need, and when
- Proforma invoice
- Gifts, samples, personal items, returns
- Commercial invoice
- Sales, e.g. an order from your online shop
- Packing list
- Shipments with several boxes or many different items
- FDA Prior Notice
- Food and drinks imported into the US
- Permits or certificates
- Special products, e.g. plants or animal products
On City Sender you fill in the proforma online while booking and receive it ready to print with your shipping label. For what goes in each field, see our proforma invoice guide.
List the contents before you seal the box
Write down each item as you pack: what it is, what it's made of, how many pieces, what each is worth and where it was made. Then seal the box, weigh it, measure it and book. That way the proforma is right first time.
How do I describe the contents for U.S. customs?
U.S. customs needs to understand from the description what each item is, what it's made of and what it's for. Write in English, one line per different item, with quantity and value per piece. Words like “Gift”, “Samples” or “Various items” aren't enough.
Vague description → proper description
- Gift
- Women's leather handbag
- Clothes
- Men's cotton T-shirts
- Food
- Extra virgin olive oil in glass bottle
- Cosmetics
- Face cream for personal use
- Accessories
- Silver necklace with decorative pendant
- Electronics
- Bluetooth wireless headphones
- Samples
- Ceramic coffee mugs, product samples
What is an HTS code?
The HTS (Harmonized Tariff Schedule) is the US system of customs codes. Its first six digits match the international HS code, and the US adds its own digits for more detailed classification. If you know your product's HS code, enter it when you book. If not, leave it blank and make the description as specific as possible.
What value should I declare for a parcel to the US?
The real value of each item, even if it's a gift or a sample. For something you bought, use the purchase price. For used personal items, a reasonable current value. Keep the purchase receipt, as customs may ask for it.
Don't undervalue
Declaring a value that's too low or too high can lead to delays, extra checks, a request for proof of purchase or penalties from U.S. customs authorities.
Why does the country of origin matter?
The country of origin is where the product was made, not the country you're shipping from. In the US, import rules can differ depending on origin, so declare it correctly for each item. A pair of shoes made in Italy that you send from Athens is declared with origin Italy.
Will the recipient pay duties in the US?
They may. Import duties, taxes or fees may apply to shipments to the US under US rules. These charges aren't included in the shipping price and are normally paid by the recipient. Marking the proforma as a gift doesn't automatically mean there will be no charge.
Let the recipient know
Tell the recipient they may need to pay import charges or provide details as the importer. If they don't respond when the courier contacts them, the parcel can be delayed or returned.
Sending food to the US: what is an FDA Prior Notice?
A Prior Notice is the electronic notification submitted to the U.S. Food and Drug Administration (FDA) for food imported into the US, such as olive oil, honey, sweets or coffee. It's submitted on the FDA platform (access.fda.gov) before the parcel arrives, and the courier uses it for customs clearance. When food is sent by a business or has been sold, a Prior Notice is required.
Food sent as a gift by an individual?
For food that one individual sends to another as a gift, the FDA typically doesn't take action if the Prior Notice is missing. If the food is shipped by a shop or business, though, a Prior Notice is needed. If you're not sure, ask the City Sender team before you book.
How to create a Prior Notice, step by step
- Create an account at access.fda.gov and, under “Other FDA Systems”, select “Prior Notice System Interface”.
- Log in, click “Create New Prior Notice” and choose “Consumption Express Courier”. At “Do you have a Customs Entry Number?”, let the system generate a number.
- For the mode of transport choose “Express Courier - Air” and enter the courier's IATA code, the tracking number, the port of arrival and the estimated arrival date from tracking.
- At “Are you the importer of this shipment?” choose “I am not the Importer” and enter the recipient's details in the US: name, address, state and ZIP code.
- Add each food item with “Add Food Article” and find its code with “Product Code Search”.
- Declare the packaging, from the outer to the inner level, and the quantity or weight of a single piece.
- Fill in the manufacturer and shipper details.
- Check the overview and click “Submit to FDA”.
Courier details for the Prior Notice
- DHL Express
- IATA code D0 · Port of Arrival: Cincinnati, Ohio (CVG)
- FedEx
- IATA code FX · Port of Arrival: Memphis, Tennessee (MEM)
- UPS
- IATA code 5X
Where do I send the Prior Notice?
Download the Prior Notice as a PDF with “Generate to PDF” and email it to the courier, copying info@citysender.gr. Put the shipment's tracking number in the subject line and explain in English that the attachment is the FDA Prior Notice for that shipment.
Email for the Prior Notice
- FedEx
- paperwork@fedex.com
- DHL Express
- gr.keyaccount@dhl.com
- Copy (cc)
- info@citysender.gr
- Subject
- The shipment's tracking number
- UPS
- Contact City Sender for instructions
Keep the confirmation
Keep the Prior Notice confirmation and the email you sent to the courier until the parcel has been delivered.
Which products need extra care in the US?
- Food and drinks: need an FDA Prior Notice when sent by a business or when sold.
- Cosmetics: are regulated by the FDA, so declare exactly what they are and how they're used.
- Medicines and dietary supplements: strict FDA rules apply and they may not be allowed in.
- Plants, seeds and soil: are controlled by the U.S. Department of Agriculture (USDA) and often need a permit.
- Animal products: such as cured meats or cheese, may be restricted.
- Lithium batteries and electronics: dangerous goods rules for air transport apply.
- Alcohol and tobacco: special rules apply and the courier may not accept them.
- Wooden items: may be inspected for pests and plant diseases.
- Counterfeit branded goods: are seized by U.S. customs.
Before you send any of these, ask the City Sender team what applies to the courier and service you're interested in.
How long does US customs clearance take?
There's no fixed time. With the right documents, clearance usually happens while the parcel is in transit, without you having to do anything. It takes longer when:
- proforma details are missing or wrong,
- a Prior Notice or permit is required and hasn't been submitted,
- customs physically inspects the parcel,
- the recipient doesn't respond to a courier request,
- volumes are high, e.g. during holiday periods.
Where parcels usually get stuck
For shipments to the US, delays are usually caused by missing or incorrect information rather than transport: vague descriptions like “clothes” or “gift”, a wrong or low value, incomplete invoices or wrong codes. A quick check before booking prevents most of these.
Checklist before you ship to the US
- You listed the contents before sealing the box.
- Each item has a specific description in English.
- The value is the real one, with a receipt where available.
- The country of origin is correct for each item.
- For food, the Prior Notice has been submitted and sent to the courier.
- The recipient's address, ZIP code and phone number are correct, and they know import charges may apply.
- The proforma is printed and in the pouch on the outside of the parcel.
For where the shipping label and proforma go, see our guide on placing your shipping label correctly. For available services and prices, see sending a parcel to the US.
US customs FAQs
Do I need a proforma invoice for a parcel to the US?
Yes. Every shipment containing goods to the US needs a proforma or commercial invoice. On City Sender you fill it in online while booking and receive it ready to print with your shipping label.
Who pays duties in the US?
Normally the recipient. Import duties, taxes or fees may apply under US rules, and they aren't included in the shipping price. Let the recipient know in advance so delivery isn't delayed.
Can I send olive oil or honey to the US?
Usually yes, with conditions. They're food, so when sent by a business or when sold, an FDA Prior Notice is required. Declare the exact product, e.g. “Extra virgin olive oil in glass bottle”, and pack it so it can't break or leak.
Does the recipient need to give details to customs?
For some shipments, mainly commercial ones, the courier may ask the recipient for identification details as the importer. If asked, it's best they reply quickly so the parcel isn't delayed.
What happens if my parcel is held by U.S. customs?
The courier usually contacts the recipient or the sender about what's missing. Contact City Sender support, which replies within 20 minutes during business hours, and we'll work out with the courier what's needed for the parcel to continue.
Can I send a parcel to the US without an account?
Yes. On City Sender you can book a shipment to the US without creating an account. If you ship often, an account gives you access to all your shipments in one place.
City Sender is a Greek courier comparison and booking platform. Enter the destination, weight and dimensions, see the available services for the US side by side with price and estimated delivery time, and book online, with the proforma filled in as part of the same booking.