Customs Clearance of Paintings: What Ukrainian Artists Need to Know

The role of clearance for sales and exhibitions

how to send a painting abroad from Ukraine

For an artist planning to sell works outside Ukraine or participate in international exhibitions, customs clearance is crucial. Without the required documents, a piece of art can be delayed at the border or even confiscated.

How to avoid problems during export

Many beginners, unaware of all the details, ask: how to send a painting abroad from Ukraine legally and without issues. The answer is simple: prepare the documents correctly and go through the customs clearance procedure.

When Customs Clearance of Paintings Is Required

Mandatory cases

Customs clearance is required if:

• a painting, sculpture, or icon is exported abroad;
• the work is being sold in another country;
• the work participates in an international exhibition or fair;
• the work is being gifted to a foreign collector, museum, or gallery.

Clearance even for gifts

Important: even if an artist simply wants to mail a work as a gift, this is formally considered export, and exporting paintings from Ukraine requires proper documentation.

What Documents Are Needed to Export Paintings Abroad

Basic package of documents

The main package includes:

1. Export permit for paintings from Ukraine — the key document for any type of art.
2. Expert conclusion — confirms authorship, value, and condition of the work.
3. Shipping documents (declaration, invoice, sales contract, or exhibition confirmation).

Why the full set of papers is needed

Without these documents, the artwork cannot cross the border.

Export Permit for Works of Art: Who Issues It and How to Obtain

Authorities that issue permits

The export permit is issued by the Ministry of Culture and Information Policy of Ukraine or authorized expert commissions at museums and specialized institutions.

The process of obtaining

The process includes:

• Submitting an application and photos of the painting.
• Review of the work by specialists.
• Issuing a document confirming that the artwork can leave the country.

The permit is mandatory for any case of exporting paintings, icons, or sculptures.

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Expert Conclusion: When It Is Mandatory

When it is required

An expert conclusion on paintings, art, and fine arts is required if:

• the work is considered an antique;
• the work was created before the 1950s;
• it is a religious icon or sculpture;
• the work has potential cultural value.

What the conclusion contains

The document specifies the author, technique, size, condition, and information on whether export is possible.

Artists often ask: where to get a sample expert conclusion for export of paintings or art? Usually it is provided by an expert institution authorized by the Ministry of Culture.

Customs Duties and Fees: What the Artist Pays When Exporting

What is subject to payment

Most modern works by Ukrainian artists are not subject to high duties. However, it is important to consider:

• administrative fees may apply for document processing;
• expert services are paid separately;
• income tax may be applied when selling abroad.

Special rules for icons and antiques

If exporting icons or antiques, rules are stricter and fees may be higher.

Specifics of Exporting Antiques, Icons, and Sculptures

Icons

Export of icons. An expert conclusion is mandatory. Many icons may be recognized as cultural heritage, and their export is restricted.

Sculptures

Export of sculptures. Requires a permit and expert evaluation, especially if the work is antique or made from valuable materials.

Paintings from past centuries

Export of old paintings. Strict rules apply, and permits may not be granted.

Tip: if you are unsure, consult an expert institution in advance to confirm whether export of a particular work is possible.

The Role of a Customs Broker: When to Seek Help

How a broker helps

A customs broker is a specialist who takes care of:

• preparing export documents;
• interacting with customs authorities;
• filling out declarations;
• advising on taxes and duties.

When services are especially useful

For artists who rarely deal with export, brokers’ services help avoid mistakes and delays. This is especially relevant for exporting paintings from Ukraine to the EU or USA, where control is particularly strict.

How to Avoid Delays of Paintings at Customs

Key rules

To ensure an artwork passes the border without issues, follow these rules:

• always have original documents with you;
• use proper packaging (boxes or crates marked “Fragile”);
• check the importer country’s requirements in advance;
• consult a broker if in doubt.

Paintings are often delayed due to missing export permits or incorrectly completed expert conclusions.

Practical Tips on Packaging and Labeling for Easier Control

Basic packaging rules

• Use sturdy cardboard boxes or wooden crates.
• Ensure the inside is padded with soft materials.
• Label with “Fragile” and “Top”.
• Make sure the packaging allows easy customs inspection without risk of damage.

Typical Mistakes Artists Make at Customs

Mistakes to avoid

1. Sending a painting without a permit.
2. Using an incomplete set of documents.
3. Lack of expert conclusion.
4. Trying to “export as a gift” without clearance.
5. Improper packaging and missing labels.

Any of these mistakes can lead to delays or confiscation of the artwork.

Conclusion: Proper Clearance as a Guarantee of Smooth Delivery

What to keep in mind

Exporting works of art abroad is a complex process, but with the right approach it can be done without problems. An artist should know:

• which documents are required;
• how to obtain an export permit;
• when an expert conclusion is necessary;
• what duties and fees may apply.

Only proper clearance guarantees that an artwork will reach its destination — an exhibition, sale, or gift — without delays or issues.

For every artist, the answer to the question “how to send a painting abroad from Ukraine” starts with a simple step — preparing documents and consulting experts.

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