Japan ACPBefore dispatch, issue one current handover pack connecting the importer and appointment, exact products, declaration arrangement and transport plan. Compare the invoice, packing list and reviewed configuration. Give every unresolved question an owner, confirm the relevant contacts and circulate changes before the teams rely on an outdated shipment description.
Track three workstreams separately
Use a short handover sheet for importer and appointment records, product and classification questions, and physical shipment planning. Give each open item an owner. An appointment pack being ready does not mean the product review is complete, and a settled product description does not identify who is responsible for filing the declaration.
Confirm the agreed ACP scope and the declaration arrangement. Japan Customs explains that an ACP without a customs brokerage licence cannot provide customs brokerage as a business; a licensed broker is needed for that work. Introduce the relevant contacts and agree which questions go to which team before the cartons leave the supplier.
Compare the invoice with what is being packed
Check the legal party names, product references, quantities and supplied configurations across the commercial invoice, packing list and review brief. Have the supplier resolve differences rather than asking the receiving team to interpret them after arrival. Keep optional accessories, spare parts and promotional items visible if they are included in the shipment.
Confirm the route and receiving location with the logistics provider. Ask the declaration team which customs office is planned and whether the appointment information matches the intended procedure. If the route changes after the appointment discussion, bring the change back to the responsible contacts rather than assuming the earlier plan still covers it.
| Handover item | What to record |
|---|---|
| Importer and appointment | Legal entity, current records and responsible contact |
| Products | Reviewed models and any unresolved specification questions |
| Declaration | Broker contact, intended office and requested documents |
| Logistics | Dispatch plan, receiving operator and changes to the route |
An open requirement needs a decision before it becomes an arrival problem
Ask the broker and relevant specialist what remains to be resolved for the actual goods. Japan Customs states that where other laws require permits or approvals, the corresponding evidence must be supplied before clearance. An ACP appointment does not supply that evidence or settle whether a particular product needs it.
Keep unanswered questions in a visible list. Record the question, the person responsible for answering it and what decision depends on the answer. If a required fact is not available, raise that with the commercial and logistics decision-makers before they commit to dispatch. A calendar date should not quietly turn an unknown into an assumed approval.
Issue one pack and a clear change note
Send a dated index with links or filenames for the current invoice, packing list, product brief, trade flow and relevant appointment or classification records. Identify the shipment contact and the person authorised to make commercial decisions. Ask each team to confirm its own outstanding items rather than seeking a vague all-clear from everybody.
After handover, circulate changes through the same contacts. A revised model, quantity, party or route should come with an explanation of what it replaces. Use ACP review early enough to identify preparation tasks; agree timing for the actual appointment work separately from the shipment's transport schedule.
Questions about this topic
Does completing the ACP appointment mean the shipment is cleared to import?+
Completing the appointment does not settle product classification, other-law requirements or the import declaration. Track those matters separately and confirm the declaration arrangement with the broker. Where the goods require permits or approvals under other laws, the corresponding evidence must be supplied before clearance. Keep unresolved requirements visible before committing to dispatch.
What should I do if the supplier changes the product before dispatch?+
Identify the changed model, composition, function or bundle contents and send the revised specification to the review and declaration contacts. Update the invoice, packing list and handover index as needed. Ask which earlier conclusions or records need checking before relying on them; do not quietly treat the revised goods as the reviewed configuration.
Sources and scope
This guide is written to help you prepare information for a review. Its examples and working notes are illustrative. The linked Customs sources explain the formal procedures.
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