What to Do If Your Painting Is Delayed at Customs: Useful Tips

permission to export paintings

In today's world, works of art travel internationally as often as their creators. Online sales, exhibitions, gifts, and private collections make the question of shipping paintings, icons, sculptures abroad highly relevant for artists, galleries, and collectors. However, even with careful preparation, you may face a situation where your painting is delayed at customs. This is not unusual: bureaucratic specifics, international rules, and export requirements for art often lead to delays.

It’s not enough to know only how to send a painting abroad from Ukraine—you should also be prepared to act correctly if customs officers have questions. Staying calm, communicating effectively, and understanding the correct steps will help you resolve the issue with minimum stress and loss of time.

Why Customs Delays Happen Frequently

Even if you comply with all requirements, secure a permission to export a painting from Ukraine, include an expert conclusion for paintings, art, and artworks, and clearly state "export of paintings" in your declaration, the risk of a delay still exists. The reasons might include:

• Tightened control over the movement of cultural property
• Changes in international sanctions or customs regulations
• Extra caution from customs if your item appears particularly valuable
• Technical or human error in documents or their processing
  
  

Remember: a delay is not a disaster—it's a typical procedural issue that can usually be resolved calmly and methodically if you know what to do.

Why It’s Important to Know the Right Algorithm

Calm and consistency are your best allies. The more clearly you follow the process, the sooner your painting (or sculpture, icon) will reach its recipient. Even if this is your first export of paintings from Ukraine, a structured approach allows you to:

• Avoid panic and costly mistakes
• Quickly understand what’s needed to resolve the delay
• Defend your case if any issues arise
• Save time, money, and nerves
  
  

Identify the Cause of the Delay

Check the Status of Your Shipment Using the Tracking Number

The first thing to do if you’re notified of a delay is to check your shipment’s status via the tracking number. Most postal and logistics companies allow you to track your item online:

• “In customs processing” or “Awaiting documents” are standard statuses for delays.
• Often, there is a code or short comment explaining the reason.
  
  

Common Reasons for Delays

— Missing documents
If you did not include an invoice, failed to provide a permission to export a painting from Ukraine, or missed a sample expert conclusion for export of paintings and artworks, the shipment is automatically held until all documents are submitted.

— Suspected cultural value
Customs may require proof that the item is not part of the nation’s cultural heritage or that there is no restriction on the export of paintings, icons, sculptures.

— Errors in the declaration
Incorrect value, improper description, wrong HS code, or omission of important details (such as stating "export of paintings from Ukraine" as the purpose).

— Issues with payment of duties and taxes
If customs duties or taxes are unpaid, the shipment will not be released until payment is made.

Communicate With the Transport Company and Customs

Call or Write to Your Shipping Company

• Contact the carrier’s hotline or customer support (especially if you’re using art shipping abroad services).
• Briefly describe your problem, provide the tracking number, and request an official update on the status.
• Ask where the package is being held and what is required to resolve the situation.
  
  

Obtain the Official Status of Your Shipment

• Request an official written statement indicating the customs status of your cargo and any information or documents needed for release.
  
  

Find Out the Customs Officer’s Contact Details

• If the delay is prolonged, try to get the name, phone, or email of the responsible customs inspector.
• Direct communication can sometimes speed up the process, especially if urgent clarification is required.
  
  

Center for packing valuable and fragile items in Ukraine – https://packingcentre.com.ua/en

Check and Prepare the Necessary Documents

Double-Check the Availability and Correctness of All Documents

• Permission to export a painting from Ukraine (required for most original works and cultural property)
• Certificate of authenticity (especially for modern art)
• Invoice or sales contract (necessary for commercial shipments)
• Customs declaration (correctly filled out, with HS code, description, value)
  
  

Prepare Any Missing Documents or Corrections

• If you lack an expert conclusion for paintings, art, and artworks, urgently contact relevant art experts.
• Arrange a sample expert conclusion for export of paintings and artworks in the required language (Ukrainian, Russian, or the destination country's language).
• Verify that all documents have correct dates, signatures, stamps, and translations.
• If requested, provide additional photos of the artwork, appraisals, or exhibition catalogues.
  
  

Interact With Customs Authorities

Respond to All Requests Quickly and in Writing

• Keep all communication professional and unemotional.
• Save copies of all correspondence (important for resolving disputes).
  
  

Provide Additional Explanations or Supporting Materials if Needed

• Customs may ask for clarification on the object’s origin or why it is being processed as export of paintings or export of icons.
• Attach certificates, photos, expert opinions, or catalogues as required.
  
  

Use Professional Translators for Foreign Language Documents

• For documents in foreign languages (especially if you’re arranging export of sculptures or antiques), obtain a notarized translation or official legalization.
• This will help avoid misunderstandings and speed up the process.
  
  

Payment of Customs Duties and Fees

Find Out the Amount and Details for Payment

• Request an official calculation of customs fees: duties, VAT, excise (if applicable).
• Confirm whether the sender or recipient is responsible for payment.
  
  

Check for Online Payment Options

• Most services allow you to pay duties online through internet banking or payment systems.
• Save all payment confirmations (receipts, screenshots).
  
  

Keep All Payment Confirmations

• These documents will help you prove payment in case of disputes or processing errors.
  
  

Involve Professionals

In Complicated or Disputed Cases, Consult Specialists

• If the delay is due to disagreements about cultural value or price, seek help from art logistics experts or customs brokers.
• Companies experienced in the export of paintings from Ukraine, export of sculptures, or icons have ready solutions for unusual situations.
  
  

Legal Support in Conflict Situations

• If customs refuses to release your artwork or requests questionable documents, consult a lawyer familiar with the international art market.
  
  

Prevention: How to Avoid Delays in the Future

Always Check the Destination Country’s Requirements in Advance

• Regulations change; the list of documents for export of paintings, icons depends on the country.
• Some countries require special certificates, translations, or provenance documentation.
  
  

Prepare a Complete Set of Documents

• Always arrange permission to export a painting from Ukraine, an expert conclusion for paintings, art, and artworks, invoice, and certificate of authenticity.
• Translate documents if needed for the destination country.
  
  

Provide Accurate Information in the Declaration

• Do not understate the value or omit materials, techniques, or the artwork’s age.
• Honest, clear descriptions help avoid unnecessary checks.
  
  

Use Professional Services

• Art logisticians, experienced brokers, and lawyers can help you properly prepare documents and avoid customs delays.
  
  

Conclusion

A customs delay for a painting, icon, or sculpture is never pleasant, but it is usually solvable.
The main thing is to stay calm, act step by step, communicate with the carrier and customs, provide all required documents, and pay fees on time. If the situation is complex, seek expert help.

Let your experience with the export of paintings from Ukraine, sculptures, or icons be only positive, and may your art always find new admirers abroad!

If you need advice on documents, a sample expert conclusion for export of paintings and artworks, or professional support—the ArtDom team is always ready to help you at every stage!

Call us and we will advise you +380632478102.

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