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What documents are required for sending and shipping paintings abroad?

What documents are required for sending and shipping paintings abroad?

Art DomDecember 16, 2024

Documents for international painting shipment

Shipping artworks abroad has its own specifics. In this article, we'll cover the important aspects to help you easily and simply deliver and transport artworks outside Ukraine.

Reading time - 6-8 minutes.

Regardless of how your painting crosses the border — by mail, in person, or through carriers — you must have 3 documents.

Which documents you need for each shipping method

Before diving into each document, let's look at exactly what you'll need depending on how your painting will cross the border:

Ukrposhta (EMS, parcel) – export permit + CN23 declaration + invoice.
DHL, FedEx, UPS – export permit + Commercial Invoice + AWB + HS Tariff Code.
Meest Express – export permit + CN23 declaration + invoice + internal Meest form.
Ground transport (truck, driver) – export permit + MD-2 declaration + invoice + customs broker services.
In person on a flight – export permit + oral declaration (red corridor) + invoice or receipt recommended.

Important note: Nova Poshta does not ship paintings or sculptures outside Ukraine – keep this in mind when choosing a carrier. The most reliable operators for artists are Ukrposhta EMS, Meest Express, and DHL.

Documents for international shipping of paintings

Export permit for paintings abroad

This document is often called expertise, permit, certificate, or authorization. Legally, it is an expert opinion stating that the artwork is not of national cultural value.

To ship paintings, prints, sculptures, and icons, you need a permit from the Ministry of Culture, its departments, or authorized state museums. The full list of items is set out in Order of the Ministry of Culture and Information Policy of Ukraine No. 400 dated 25.07.2023. This order approves the List of state institutions, cultural institutions, and other organizations authorized to conduct state expertise of cultural valuables.

The legislator's position is to preserve cultural valuables so they remain in Ukraine as cultural heritage of the Ukrainian people. The Law of Ukraine "On Export, Import, and Return of Cultural Valuables" No. 1068-XIV defines what counts as a cultural valuable:

objects of material and spiritual culture that have artistic, historical, ethnographic, and scientific significance and are subject to preservation, reproduction, and protection under Ukrainian law, namely:
-- original artistic works of painting, prints, and sculpture, artistic compositions and assemblies from any materials, works of decorative and traditional folk art;
-- objects related to historical events, the development of society and state, the history of science and culture, as well as those related to the life and work of prominent statesmen, political parties, public and religious organizations, science, culture, and art;
-- objects of museum value found during archaeological excavations, etc.

paintings that can be exported from Ukraine

Left – a contemporary painting that can be exported abroad. Right – an antique painting from the 19th century, which cannot be exported.

Simply put, if an artwork was created after 1950 – it can be exported from Ukraine. If a painting or sculpture was created before 1950 – it is considered an antique, an old item, and such artworks cannot be exported abroad.

The state expert's opinion certifies that your artwork is not of national cultural value. This document confirms that your painting:

has no significant cultural value for Ukraine;
is not on the list of cultural heritage of the Ukrainian people;
is not on the list of artworks lost by Ukrainian museums.

In addition, the expert opinion contains a photo of the painting and its appraised value.

It is also forbidden to export artworks created after 1950 if their author is an outstanding personality, a cultural figure of Ukraine. These include:

Mykola Hlushchenko – People's Artist of the Ukrainian SSR;
Serhiy Shyshko – People's Artist of the Ukrainian SSR;
Tetiana Yablonska – Professor of Arts, People's Artist of the Ukrainian SSR;
Maria Prymachenko – People's Artist of the Ukrainian SSR;
Kateryna Bilokur – People's Artist of the Ukrainian SSR.

These artists also created paintings after 1950. It may seem that their works can be exported abroad, but in reality it is impossible to obtain a permit to export the works of these artists, because they form the foundation of the cultural heritage of the Ukrainian people.

➦ Get the export permit for paintings from our experts remotely in just 1-2 days. We send the ready documents by Nova Poshta.

Call us +38 063 247 8102

Or write to us on Telegram, Viber, or WhatsApp

A short video about documents needed to export paintings abroad ↓

Special offers:

document for exporting paintings abroad, expert opinion, permit, expertise

Free export permit for paintings

Order our "turnkey" delivery, and we'll do everything for you. We will:

prepare the expert opinion;
prepare export documents;
ship by mail or carrier;
provide a tracking number within 2-4 days.

box for shipping paintings abroad, packaging for international art shipping

15% discount on boxes for shipping paintings

When ordering an export permit, get a 15% discount on packaging (box, crate) for international shipping. We've developed a reliable design that protects valuable and fragile works throughout the entire shipping route.

export of cultural valuables, artworks, antiques

Maria Prymachenko's works at an exhibition at the Ukrainian House

How to export artworks created before 1950?

If a painting, sculpture, or icon was created before 1950 – it is an antique item. If an artwork was created by an outstanding Ukrainian artist after 1950 – such an object is considered a cultural valuable of national significance. Such items are prohibited from being exported from Ukraine.

However, Ukrainian legislation provides for the procedure of temporary export of such objects abroad – for example, for exhibition. The procedure for preparing documents to obtain a certificate is set out in the Instruction on the procedure for issuing the right to export, temporary export of cultural valuables and control of their movement across the state border of Ukraine, approved by Order of the Ministry of Culture and Arts of Ukraine No. 258 dated 22.04.2002.

To obtain a certificate for temporary export, the following are required:

application (petition) from the owner of the item for issuing the permit;
expert opinion on establishing the cultural value and permission for movement;
concluded cargo insurance contract;
deposited funds and a guarantee letter confirming that the owner genuinely intends to return the artwork to Ukraine within the specified period.

sample customs declaration for shipping a painting by mail

Example of a completed CN-23 customs declaration for shipping a painting abroad

Customs declaration for crossing the border

The second mandatory document for exporting and shipping artworks by mail is a properly completed customs declaration.

When shipping by postal operators (Ukrposhta, DHL, Meest), you need to fill out the CN23 declaration form. If the painting crosses the border by ground transport – you need to fill out the MD-2 declaration form.

There's nothing complicated about this step – it's just important to enter all the data correctly:

sender's details – last name, first name, address, phone number, email;
recipient's details – last name, first name, address, phone number, email;
description of contents (quantity of goods, items, their appraised value, weight);
shipment type (documents, gift, commercial sample, returned goods, or other).

The declaration must also include the goods code according to the HS Tariff classifier (UKT ZED). In our previous article, we provided a list of popular goods codes that users most often choose. Details on filling out the declaration are in a separate article.

If you have more than 10 items – you'll need help from a customs broker. The thing is, customs authorities treat a large quantity of goods as a commercial shipment. In this case, a different procedure applies, involving customs clearance and preparation of additional documents.

HS Tariff codes for artworks

Since April 18, 2024, Ukrposhta requires specifying the goods code according to the UKT ZED classifier (Ukrainian version of the international HS code). Without this code, the parcel is returned to the sender. For the main types of artworks, the codes are as follows:

9701 10 00 00 – oil, acrylic, tempera painting, watercolour, gouache, contemporary icon (after 1950).
9702 00 00 00 – prints: drawing, pastel, charcoal, lithograph, etching, engraving.
9703 00 00 00 – sculpture of any material (bronze, marble, wood, ceramics).
4911 91 00 00 – art photography.
4911 10 90 00 – artist's or exhibition catalogue.

For antiques (items created before 1950) and cultural valuables, separate codes and a separate procedure apply – such items cannot be exported at all without a permit from the Ministry of Culture, even temporarily.

Need a consultation? We can help +38 063 247 8102

Write to us on Telegram, Viber, or WhatsApp

Documents required for shipping paintings abroad: full list

To successfully ship paintings abroad or transport them yourself, you'll need a basic document package that includes:

Export permit (expert opinion) – confirms that the artwork is not part of cultural heritage prohibited for export;
Customs declaration – regardless of the shipping method, you need to properly fill out the CN23 or MD-2 form;
Export documents confirming the value (invoice, bill of sale, or receipt);
Insurance (optional) – especially for expensive works, it's worth getting a policy for damage or loss;
Accompanying documents – if you have a certificate of authenticity or authorship documents, this will simplify customs clearance.

Such art export documentation helps avoid misunderstandings when crossing the border. If you're unsure about specific destination country requirements, it's better to consult a customs broker or gallery specialist. After all, the exact list of documents often depends on the value, edition size of the work, and the specifics of the destination country's legislation.

certificate of authenticity for exporting a painting abroad

Certificate of authenticity in English for shipping a painting abroad

Invoice, receipt, or other document confirming the value of the painting

If you're shipping or transporting up to 10 items with a low appraised value, a receipt or proof of purchase is not always required. However, it's still better to have one to avoid customs delays. If a very valuable item crosses the border, or there are more than 10 paintings – a document confirming their value is mandatory.

Such documents include:

commercial or fiscal receipt, bill of sale;
invoice, certificate.

The key thing is that this document must show the market or appraised value of the item. Based on this value, representatives of Ukrainian customs and other countries will decide whether to collect customs duties or not. If the number of items is up to 10 and the appraised value is under €50, the declarant is usually exempt from customs clearance. There are over 240 countries in the world, and each has its own customs policy. So it's better to clarify these matters before shipping or traveling abroad.

➦ You can create an invoice in English for shipping a painting in our free invoice generator – the document is automatically generated in the format required by customs with all mandatory fields: seller details, buyer details, work description, dimensions, appraised value.

Order a certificate of authenticity at the ArtDom gallery and get a document in English containing the appraised value. This will significantly simplify customs clearance, since the rate of customs payments will be calculated based on this document.

Country-specific notes

Each country has its own duty-free threshold and specific document requirements. The values below are current for 2026, but always check the customs website of the destination country.

USA. Duty-free threshold: $800 (de minimis). If the recipient is a business or gallery, include their EIN in the documents. Personal parcels under $800 clear without duty.
Germany. Duty-free threshold: €150. VAT 7% for original art (reduced rate). Requires precise artist and creation-year details in the invoice.
France. Duty-free threshold: €150. VAT 5.5% for original art. Customs prefers thorough descriptions – artist, biography, exhibition history.
United Kingdom. Duty-free threshold: £135. Post-Brexit – separate procedure. Business recipients need an EORI number. VAT 5% for original art.
Poland. Duty-free threshold: €150. Ukrposhta discount up to 70% on shipping. The easiest route for artists from Ukraine.
Canada. Duty-free threshold: CAD 20 (for gifts – CAD 60). Strict description requirements. A certificate of authenticity or expert appraisal must be included.

Frequently asked questions

Is a permit required if the painting is contemporary, created after 1950?

Yes, even for contemporary works created after 1950, in most cases you need to obtain an expert opinion confirming that the painting is not a cultural valuable. This confirms that the work does not belong to the category prohibited from being exported from Ukraine.

Can I ship a painting by mail without filling out a customs declaration?

No, without a completed customs declaration (CN23 or other appropriate form), postal services will not accept the shipment for international delivery. The declaration is necessary for official documentation and to avoid customs delays.

What if the painting was created before 1950?

Artworks created before 1950 are usually classified as antiques, and their export is prohibited. Only temporary export is possible, for example, for participation in exhibitions. To do this, you need to obtain a certificate, as well as prepare a guarantee letter and insurance contract to return the painting to Ukraine within the specified time.

Is an invoice or receipt mandatory?

For shipping paintings of low appraised value (up to 10 items), an invoice or receipt is not always mandatory. However, having such a document with the indicated value of the work reduces the likelihood of additional questions at customs. If the work is very valuable or the number of works exceeds 10 units, an invoice is mandatory. You can create one in our free invoice generator.

How quickly can I get an export permit?

If you turn to specialists, the paperwork can be done remotely and you'll get the permit within 1-2 days. This saves time and protects you from mistakes in the documents during the procedure.

Is insurance required for shipping a painting?

Insurance is not a mandatory requirement, but is strongly recommended, especially for valuable or unique works. It will protect you from financial losses in case of damage or loss of the painting in transit. The insurance coverage amount is tied to the value stated in the invoice and declaration, so don't undervalue.

How much does the full document package cost?

At ArtDom gallery, the export permit for a painting costs 500 UAH and is prepared in 1-2 days. You can create the English invoice yourself in our free generator. The CN23 customs declaration is filled out when shipping at the Ukrposhta office – free of charge. With our "turnkey" delivery service, we do all the paperwork for free.

How do the documents differ for DHL, Ukrposhta, and Meest?

The basic package is the same: export permit + declaration + invoice. The difference is in the forms: Ukrposhta and Meest use the international CN23 form, DHL has its own Commercial Invoice + Airway Bill (AWB). Also, DHL is stricter about paperwork – it requires an invoice in English with the HS tariff code, proof of value, and completed customs documents in advance.

What if I have several paintings by the same artist?

If the number of items is up to 10 – the regular document package is prepared. If more than 10 – customs treats it as a commercial shipment, and you'll need help from a customs broker, additional documents, and a different clearance procedure.

What should I do if my parcel was held at customs due to documents?

First, find out the exact reason for the delay through the carrier (Ukrposhta usually shows it in tracking). Most often it's: missing HS tariff code in the declaration, Cyrillic in the description, mismatched value between documents, missing export permit. Fix the error and provide corrected documents as quickly as possible. If it's difficult to figure out – call us for a free consultation.

Are different documents needed for shipping to different countries?

The basic Ukrainian package (permit + declaration + invoice) is the same for all countries. But destination country requirements differ: USA, EU, UK, Canada have their own duty-free thresholds and document specifics. For expensive works ($800+ in the USA, €150+ in the EU), it's better to have a certificate of authenticity in English – this simplifies customs clearance on the recipient's side.

Sources:

Order of the Ministry of Culture and Information Policy of Ukraine "On the approval of the list..." No. 400 of 25.07.2023;
Law of Ukraine "On Export, Import, and Return of Cultural Valuables" No. 1068-XIV of 21.09.1999.