International freight transportation from Europe to Ukraine: export, broker services, customs clearance

International cargo delivery from Europe to Ukraine

We deliver cargo from Europe of any complexity — from a few pallets to large-scale consignments. Our fleet is equipped with transport for any task:

• curtain-sided trucks — for standard general and consolidated cargo;
• reefers — for products requiring a strict temperature regime;
• dump trucks and grain carriers — for bulk and agricultural cargo;
• lowboys — for oversized cargo;
• vans — for express delivery of small-sized shipments.

Customs support for export from Europe to Ukraine

We provide a full cycle of forwarding services for legal and fast export of goods from Europe to Ukraine. Our specialists will save you from customs routine:

• we help European suppliers correctly open the export declaration in the EU;
• we take over the organization of import and customs clearance in Ukraine;
• our own team of staff brokers guarantees border crossing without delays, overpayments and bureaucratic risks.

Trade representative in Europe

If you have found a European supplier but they do not work for export or refuse to prepare documents for shipment to Ukraine, we will take over this task:

• we help find the right wholesale suppliers and conclude contracts;
• if necessary, we purchase products from any sellers in the EU through our own European legal entity and resell the goods to your Ukrainian company;
• we prepare all export documents and arrange logistics to Ukraine.

Courier delivery of parcels and purchases from Europe to Ukraine for individuals

We care not only about large-scale freight transport for business, but also offer a convenient service for private customers. Fast, profitable and without overpayments or border delays:

• we promptly bring personal belongings, documents and parcels to Ukraine;
• we help pay for and deliver your online orders from any European online stores, auctions and outlets;
• we arrange tax refunds on purchases made in Europe, allowing additional savings.

For commercial clients regularly engaged in foreign economic activity, we offer two key formats:

Full truck load

This format implies renting a separate truck or special transport for the needs of one customer. This is the most profitable and fastest option for transporting wholesale batches of goods and large cargo.

Express delivery by van

An ideal solution for urgent transportation of small commercial batches or pallets. Delivery is carried out by cargo vans, ensuring maximum speed of the route and customs checkpoints. The weight limit is up to 1200 kg.

Trucks and heavy-duty semi-trailers

Classic road trains consisting of a tractor unit and semi-trailer, meeting strict EU environmental and technical standards. This is a basic tool for transporting large cargo and commercial batches.

Curtain-sided semi-trailers (curtain and board-curtain)

The most demanded body type, providing reliable protection of cargo from atmospheric precipitation and road dust with minimal dead weight of the semi-trailer.

• Curtain-sided semi-trailer: the design allows sliding the roof and side parts of the curtain independently of each other. This ensures maximum speed and convenience for top or side loading using forklifts and cranes.
• Board-curtain: the design combines strong folding boards in the lower part of the body and a sliding curtain on top, guaranteeing enhanced safety and reliable fixation of heavy items.

Flatbed semi-trailers and "shalanda"

Open cargo platforms with strong removable or folding sides, designed for goods insensitive to weather conditions.

• Clean flatbed: completely open flat platform for standard industrial cargo.
• "Shalanda": extended open platform for long-length structures.
• Flatbed with stakes: platform equipped with vertical steel racks (stakes) excluding displacement or rolling of cylindrical items.

Specialized temperature-controlled transport

Isothermal semi-trailers

Sealed bodies made of modern sandwich panels with a thick layer of thermal insulation material (polyurethane foam). They work on the principle of a thermos — preserving the internal temperature of the cargo at the time of loading, preventing heat exchange with the environment. They do not have their own refrigeration unit, so they are effective on short and medium distances (up to 10–15 hours in transit). Rubber seals on the doors guarantee complete tightness, and galvanized internal surfaces are easy to sanitize.

Refrigerated trucks (reefers)

High-tech thermally insulated semi-trailers equipped with autonomous refrigeration and heating units (TRU). Unlike isotherms, the reefer actively generates and strictly maintains a set climate regime in the range from −20 °C to +12 °C (in some models up to +25 °C) on routes of any length. The vehicles are equipped with continuous monitoring sensors and temperature recorders, recording the temperature history for reporting to the customer.

According to ATP specification, reefers are divided into classes:

• Class A: from +12 °C to 0 °C (for cooling perishable products).
• Class B: from +12 °C to −10 °C.
• Class C: from +12 °C to −20 °C (for deep freezing).

Modifications:

• Multi-temperature: divided by internal insulating partitions into zones with autonomous temperature regimes.
• Double-deck: equipped with a beam system for double-deck pallet placement, doubling the capacity up to 66 pallets without the risk of crushing the lower rows.
• Carcass carriers: equipped with ceiling rails with hooks for transporting meat carcasses.

Special transport for oversized and heavy cargo

For transporting oversized and heavy cargo, lowboys are used — specialized heavy-haul semi-trailers. Their main feature is the absence of a body and the presence of a strong open platform. The number of axles is from 2 to 8 or more, which allows increasing the carrying capacity up to 120 tons.

Classification by loading height:

• High-bed (from 1000 mm and above): characterized by large ground clearance and large-diameter wheels. Used primarily in off-road conditions, on winter roads or construction sites with difficult terrain.
• Low-bed (600–900 mm): the gold standard for transporting special machinery. Allows safe transportation of most vehicles on public roads, ensuring a low center of gravity.
• With a lowered cargo platform / "trough" (300–500 mm): the platform has a broken frame (lowers between the tractor axles and the wheels of the trailer itself). Ideal for very high cargo (e.g. combine harvesters or tanks).

Classification by platform design:

• Straight platform: classic flat platform, convenient for cargo with even weight distribution (wheeled vehicles, containers, boxes).
• Trough-shaped platform (broken frame): has a recess in the center to reduce the loading height.
• Telescopic (extendable) lowboys: the frame can extend (single, double or triple), increasing the platform length from standard 9–13 meters to 20–40 meters. Indispensable for long-length cargo (pipes, bridge beams, blades).

Dump trucks and grain carriers for bulk cargo

Cargo vehicles with an automatic hydraulic unloading mechanism, eliminating the need for manual labor or third-party loading machinery, which significantly reduces logistics operation time. For international routes, bodies are necessarily covered with dense protective tarpaulins (covers). The carrying capacity of European dump truck road trains is 25–30 tons.

Classification by unloading type:

• Rear: traditional and most reliable design for semi-trailers.
• Side: optimal for unloading on grain flows and inside warehouses with low ceilings.
• Three-way: universal vehicles with the ability to unload in any direction.

Classification by body material:

• Steel (Hardox): have increased wear resistance, used for heavy construction and industrial materials (ore, crushed stone).
• Aluminum: lightweight bodies of increased volume (from 50 to 90 cubic meters). Used in the agricultural sector, as the reduced dead weight of the trailer allows transporting more useful agricultural cargo without violating weight control on the roads.

International waybill CMR: filling rules

The CMR waybill is the main legal document regulating international transportation. Any mistake or absence of mandatory stamps in the CMR will definitely lead to border delays and fines from regulatory authorities.

• Field 16 (carrier): here the stamp and details of the transport company are mandatory.
• Field 22 (loading): place for the sender's (European factory or warehouse) signature and wet stamp. The absence of a stamp in this field means that the cargo was not legally accepted for transportation.
• Field 23 (confirmation of cargo receipt): driver's signature and stamp. By signing, the driver confirms the correctness of the cargo count and the integrity of the external packaging. If the driver was not allowed to supervise the loading or packaging defects are found, notes are entered in field 18 ("Carrier's reservations"): "Loading carried out by the sender, counting of packages is impossible" or "Packaging damage found on 2 pallets."
• Field 13 (customs): the exact address and code of the internal customs terminal in Ukraine to which the vehicle must arrive for customs clearance. Changing the address en route without customs approval is a gross violation.

Critical steps of cargo transportation to Ukraine

Step 1: Loading in the EU → Step 2: EU Border → Step 3: Ukraine Border → Step 4: Customs and Unloading

Step 1. Loading in Europe

The driver accepts the invoice, packing list and export declaration, on which the barcode and the international registration number MRN (e.g. 26PL321000…) must be printed. At this stage it is critically important to verify that the net/gross weight and the number of packages in all three documents (invoice, declaration and CMR) match to the kilogram and to the unit. Any discrepancy is a reason for customs to stop the vehicle.

Step 2. Control at the EU border (Poland, Romania, Slovakia, Hungary)

At the EU customs post, the CMR and the declaration (with MRN number) are presented to the inspector. The most important thing: to make sure that the customs officer scanned the barcode of the document and officially "closed" the export in the electronic system. Without this, the European supplier will not receive confirmation of the goods' export, will not be able to claim VAT refund or zero-rating and will file a claim against the importer. On the CMR copy, the European inspector stamps the border crossing.

Step 3. Entry through the Ukrainian border

Before passing the Ukrainian checkpoint, the driver declares the number of the preliminary declaration (PN/PD). Without a valid electronic PN/PD number, the vehicle will not be allowed onto the territory of Ukraine. After checking the documents, Ukrainian customs officers attach a special customs seal to the locking mechanisms of the trailer and put a mark in the CMR.

Step 4. Clearance at the domestic customs in Ukraine

After the truck enters the domestic customs terminal, all original documents are transferred to the Ukrainian broker. Upon completion of customs clearance, the inspector removes the seal and puts the final stamp in the CMR waybill ("Cargo cleared" / "Release allowed"). Only after this is the vehicle entitled to leave the terminal for the unloading warehouse. When handing over the goods, the recipient signs and stamps the CMR ("Cargo received"), confirming the successful completion of the logistics operation.

How to arrange delivery from Europe without errors and cargo delays

To make international delivery as smooth as possible, we recommend paying attention to the following practical aspects:

• Preliminary document audit: send scans of invoices and packing lists to our specialists or your broker before the actual loading of the vehicle. This will allow correcting typos in names, weights and HS/CN codes calmly.
• Weight control: European regulatory authorities strictly monitor compliance with weight parameters and axle loads. Overloading the vehicle or incorrect distribution of heavy cargo inside the trailer will lead to large fines.
• Pallet parameters: make sure the goods do not protrude beyond the edges of the Euro pallet (1200×800 mm), and the wooden packaging itself has the phytosanitary treatment stamp (ISPM 15). The absence of the stamp may be a reason for the return of the entire cargo by the border veterinary and phytosanitary service.

Leave a request in a messenger convenient for you or call us at the indicated number. We will select the optimal solution for your request, provide a free consultation and help calculate the cost of cargo delivery or turnkey export services from Europe to Ukraine.

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📞 Phone: +380‑68‑67‑32‑368

📧 Email: info@tobipaczka.com

In addition to transportation, we offer full export support — a set of services in which all stages of goods delivery from the EU supplier to your warehouse in Ukraine are handled by our company.

Popular export support formats

• Broker assistance in Europe — a European broker helps correctly purchase goods and process export documents.
• Broker assistance in Ukraine — Ukrainian specialists prepare the documents necessary for import and accompany the customs clearance of the cargo.
• "Turnkey export" service — you receive already processed and cleared European goods at your warehouse in Ukraine without the need to delve into customs nuances.

What is included in turnkey export support

• Analysis and preparation of the transaction: verification of the foreign manufacturer, agreement on delivery terms, selection of Incoterms and execution of a foreign trade contract.
• Logistics: selection of the optimal route, arrangement of transport, cargo movement monitoring and insurance.
• Customs clearance: work of a customs broker, selection of HS/CN codes, calculation of Ukrainian duties and taxes, submission of customs declaration.
• Certification and permits: processing of documents necessary for legal import and sale of goods in Ukraine, as well as assistance in passing phytosanitary and veterinary control.

How to order export support services

To calculate the cost of export support from Europe to Ukraine, Send the data to a manager:

• commercial invoice and packing list;
• mass and dimensional characteristics of the goods;
• address and contacts of the cargo pickup location;
• Incoterms delivery terms.

How long does it take to transport cargo from Europe to Ukraine?

On average, transportation takes from 3 to 7 days. Exact times depend on the distance of the country of departure (e.g. transportation from Poland is faster than from Spain or Italy), the selected format (FTL or LTL), as well as the current workload and queues at road border crossing points.

What is an export declaration EX-1 and why is it needed?

The export declaration EX-1 is an official customs document that is issued for goods produced in EU countries and exported outside their borders. It confirms the fact of product export and is the main basis for the European supplier to legally sell the goods without domestic VAT or to reclaim it later.

Can I track the movement of my cargo during transportation?

Yes. All vehicles in our fleet are equipped with GPS monitoring systems. You can at any time get up-to-date information about the vehicle's location by contacting your personal logistician.

What is the fundamental difference for a Ukrainian buyer between EXW and FCA terms?

The main difference lies in the point of transfer of risks and responsibility for customs clearance in the EU:

• Under EXW (Ex Works): the seller only hands over the goods at their warehouse. You, as the buyer, are obliged at your own expense to pay for loading into the vehicle and independently open the export declaration at European customs.
• Under FCA (Free Carrier): the European seller is obliged to independently load the goods into our vehicle and at their own expense process the export declaration.

Our recommendation: for business, FCA terms are safer and more convenient. However, if the factory insists on EXW, we completely take over local pickup, loading and processing of export documents through our brokers. For more details on the pros and cons of each delivery option, read our article: Incoterms conditions for import and export.

What happens if at the EU border customs does not close the export declaration?

If the inspector at the border does not scan the barcode of the declaration (MRN number), the goods in the EU customs authorities' system will be listed as not exported. In this case, the European supplier will not be able to confirm the 0% VAT rate to their tax office and will be forced to pay the internal tax of their country. After that, the supplier will charge this amount as a claim to the Ukrainian buyer or carrier.

Sometimes the cause is an inspector's error. In this case, it is necessary to contact the customs or tax authorities of the relevant country, provide a set of documents and, crucially, confirmation from Ukrainian customs that the goods were indeed imported from the EU. This proves the fact of export, allowing the supplier to reclaim European VAT.

What is the difference between a preliminary declaration (PD) and a preliminary notification (PN), and what is needed for our cargo?

Both documents are processed by a broker in Ukraine before the vehicle approaches the Ukrainian border, but they are used for different categories of cargo:

• PD (preliminary declaration): issued for goods subject to mandatory taxation (duty, excise, import VAT). The PD number confirms that the importer has already deposited the necessary funds into the customs settlement account as a guarantee.
• PN (preliminary notification): used for goods exempted from duties (e.g. humanitarian aid, certain types of raw materials or equipment) or going in transit mode.

Without a valid PD or PN number in the electronic system, Ukrainian customs will not let the cargo vehicle through to the territory of Ukraine. More detailed information is given in the article: PN, PD and ENS: what are they and when are they needed?

The European supplier sells goods on DAP terms but categorically refuses to deliver them to Ukraine. What to do?

This is a standard problem, as European insurance companies often cancel comprehensive and liability insurance policies when crossing the Ukrainian border. We solve this problem in two ways:

• Direct delivery by our transport: our company has all necessary international licenses, Ukrainian registration and specialized insurance valid under martial law. The European supplier hires us, entrusts the cargo, and we deliver it directly without reloading.
• Cross-docking via a warehouse in Poland: the European carrier brings the cargo to our transit warehouse in the border zone. There we reload the goods "from vehicle to vehicle" and deliver them to Ukraine by our own transport.

What to do if during loading at the factory in Europe the actual weight of the cargo diverges from the invoice?

If the driver during loading or weighing at an intermediate warehouse discovers a weight discrepancy (even by a few tens of kilograms), the vehicle cannot be sent to the border. A discrepancy between commercial documents (Invoice, Packing List) and the export declaration at Ukrainian customs will be interpreted as a violation of customs rules or smuggling, leading to the vehicle's arrest and large fines. In such a situation, loading is suspended, and the supplier must quickly reissue the invoice or adjust declaration to the actual data.

Who should fill in the international waybill CMR — the sender or the carrier's driver?

According to the international CMR convention, the obligation to fill in the waybill lies with the sender of the cargo. However, in practice, most fields (data on the vehicle, permits, route) are filled in by our company's driver or a broker at the consolidation stage. At the same time, the sender is obliged to personally fill in the fields relating to the goods description, weight and special instructions, and also to put their original stamp and signature in field 22. Without the sender's stamp, the CMR waybill is considered invalid. The process is described in more detail in the section: Key stages and documents for export.

What is TIR Carnet and is it needed for cargo delivery from the EU to Ukraine?

TIR stands for Transports Internationaux Routiers (international road transport). Carnet TIR (TIR carnet) is a customs cargo accompanying document that grants the right to transport goods across state borders in sealed vehicle cargo compartments or containers using simplified customs procedures. At each border, the next part of the Carnet TIR is detached by local authorities with passage registration. In the destination country, final clearance and surrender of the remaining detachable sheets take place. Financial guarantees are the most important component of the system: the guaranteeing association in each country undertakes to cover possible state losses if the cargo does not arrive at the final destination.

Is TIR needed for delivery from the EU to Ukraine? No, TIR Carnet is not mandatory for direct delivery from the EU to Ukraine. There are no transit countries — the cargo goes directly from the EU to Ukraine, so the main advantage of TIR (simplified transit through several borders) is irrelevant.

When can TIR still be applied? TIR is useful if the cargo goes in transit through several countries (e.g. through a third country), and the carrier wants to avoid separate clearance at each border.

What is the T1 / T2 declaration (NCTS system) and is it needed for freight transport from the EU to Ukraine?

NCTS (New Computerised Transit System) is an electronic customs transit management system used within the framework of the Convention on a Common Transit Procedure. One declaration in NCTS covers transit through the EU, Great Britain, EFTA countries, Turkey, Ukraine, Georgia and other Convention participants. All documents are submitted and tracked electronically — no manual work at each border. Since October 1, 2022, in connection with Ukraine's accession to the Convention on a Common Transit Procedure, uniform rules for regulating transit operations have been established, and on April 22, 2024, Ukraine transitioned to NCTS Phase 5, fulfilling its obligation to its European partners.

• Goods produced outside the EU → T1 is needed: T1 is a transit customs declaration that allows moving goods not in free circulation in the EU through the territory of European Union member countries without paying customs duties in the transit country. In fact, it is a guarantee document: the goods travel through the EU "under control", and the customs of the departure and destination countries record the opening and closing of the procedure. Typical example: Chinese goods are transported in transit through the EU.
• Goods produced in the EU → T1 is not needed: if the goods are of European origin (e.g. a Polish manufacturer ships its products to Ukraine), it is not foreign cargo on the EU territory. Standard documents are sufficient: CMR + invoice + packing list + declaration EX-1.
• T2 is needed: goods with EU status under a T2 declaration can move through common transit countries outside the European Union. Example: goods go from Poland to Romania, but the route passes through Ukraine (which is geographically possible). The cargo has EU status, and so that it does not lose this status while traveling through Ukrainian territory, T2 is issued.
• T2 is not needed: example: direct delivery from EU → Ukraine (final destination). The goods are simply exported.

Is a customs stamp needed on export forms?

The electronic export declaration is closed by customs automatically through the Export Control System (ECS) — as soon as the actual export of goods outside the EU is confirmed. As of 2026, paper stamps on the declaration are not used. The customs of Ukraine (or any other country outside the EU) also does not put stamps on this declaration. In order for the goods supplier to officially confirm the fact of export, the following steps must be taken:

• MRN check at the border: make sure that when crossing the EU border, the customs officer scanned the unique declaration number — Movement Reference Number. It is this that records the export of goods in the system.
• Obtaining electronic confirmation: the carrier or customs broker must download from the customs database an electronic confirmation of the declaration closure — the so-called Exit Note. This document is the official confirmation of export.
• Submission to the tax office: the obtained electronic document (or a printout with the MRN number) must be provided to the tax inspection to justify the zero VAT rate.

What is MRN and what is it for?

The abbreviation MRN stands for Movement Reference Number (in some systems the term Master Reference Number is also used) — this is a unique registration number of the customs declaration in the electronic export and transit control systems of the European Union countries, as well as the states participating in the Convention on a Common Transit Procedure. The MRN number is generated automatically by the customs system at the moment of electronic submission and registration of the declaration by the broker. By the time the cargo reaches the EU border, the MRN already exists: it is printed on the accompanying document (SAD) in the form of a barcode and handed over to the driver in advance.

Code structure: 18 alphanumeric characters. The first two — the year of registration (e.g. 26), the next two — the code of the country of departure (e.g. DE — Germany, PL — Poland), the remaining 14 characters — a unique identifier automatically generated by the customs system. Example: 26PL44000012345678.

What it is used for: it allows tracking the movement of cargo in real time, checking the customs clearance status (declaration opened, closed or overdue), and officially confirming the fact of crossing the EU border — including for VAT refund.

Notification / communicat IE599 / CC599C — what is it?

IE599 (export notification, also called communicat) is an official electronic document of the European Union customs authorities, confirming the actual export of goods outside the EU. CC599C — is a new, EU-wide designation of the same message. It is generated in the ECS (Export Control System) after the cargo crosses the customs border. Key features of the document:

• Confirmation of export: it is legal proof for tax authorities.
• Application of zero VAT rate: it allows the seller in the EU to process the transaction with 0% VAT or reclaim the previously paid tax.

Who needs it: primarily companies and entrepreneurs engaged in foreign economic activity and dealing with export/import of goods.