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Shipping work to Japan — carnets, customs and the decision that changes everything
The most common unexpected cost in a first Japanese exhibition happens at customs, and it almost always traces to one decision made too late: are the goods coming back, or are you selling them? Everything else follows from that.
The decision that changes everything
Coming back: temporary import (ATA Carnet)
An ATA Carnet is an international document that lets you take goods into Japan temporarily without paying duty or import consumption tax. In the UK it is issued by the London Chamber of Commerce and Industry.
It covers exhibition goods, commercial samples and professional equipment. The condition is absolute: everything must leave again in the same state. You cannot sell under a Carnet.
- Advantages — no duty, no import consumption tax, and it works across multiple countries on one document.
- Requirements — an issuing fee and a security deposit, plus a detailed itemised general list with values.
- The trap — you must get the Carnet stamped by customs on both exit and entry, each way. Missing a stamp can cost you the deposit.
Being sold: permanent import
Goods sold in Japan are permanently imported. Duty applies according to the tariff classification, plus 10% consumption tax on the import value. You also need an importer of record.
You can be your own importer, but there are registration steps. Frequently a gallery, department store or show organiser will act as importer instead — always worth asking, as it removes a great deal of administration.
"I want to bring them back, but sell if they sell"
The most common real situation. It can sometimes be handled by importing under Carnet and then converting the sold items to permanent import in Japan, but the paperwork is fiddly. If you expect to sell more than a handful of pieces, permanent import from the start is simpler and usually cheaper in administration.
What it costs
| Item | Notes |
|---|---|
| International freight | Air or sea. Charged on the greater of weight or volume |
| Packing and crating | Ceramics and glass need proper crating. Skimping here is a false economy |
| Carnet fee and deposit | Temporary import only |
| Duty plus 10% consumption tax | Permanent import only |
| Customs brokerage | If using an agent, which is advisable for a first shipment |
| Domestic delivery in Japan | Airport to venue |
| Insurance | Transit and exhibition cover are separate policies |
| Return freight | Budget roughly the same as the outbound leg |
Forgetting the return leg is the most common budgeting error. Cost the round trip from the start.
Packing
International freight is not a domestic courier. Assume the crate will be dropped, stacked, and taken through significant temperature and humidity changes.
- Ceramics and glass — each piece individually wrapped and immobilised within the crate. Consider a purpose-built wooden crate for anything valuable.
- Wood and lacquer — vulnerable to humidity change. Seal as well as cushion.
- Textiles — roll rather than fold, on a tube.
- Framed work — corner protectors and a travel frame. Consider swapping glass for acrylic: broken glass in transit damages the work behind it.
Make the packing reusable. If the crate cannot be reassembled for the return journey you will be sourcing packing materials in Japan under time pressure, at cost.
Insurance
Transit insurance and exhibition insurance are different policies covering different periods. Separately, many Japanese venues require public liability insurance as a condition of the contract — that covers injury and damage to third parties, not your work.
Declare value on the basis of replacement or remaking cost, not retail price. Over-declaring raises the premium without improving the payout.
Timings
Air freight from the UK to Japan, including customs clearance, realistically takes one to two weeks. Sea freight is five to eight weeks. Carnet issue takes several days to a week on top.
Do not plan arrival close to the opening. If the shipment is held at customs you have no room to recover. Aim to have the work in Japan two weeks before the show opens.
Documentation
Whatever route you take, prepare: a detailed packing list with values, a commercial invoice or Carnet general list, photographs of each piece as packed, and material composition for anything that might raise a question. Wood, ivory-substitute materials, animal products and certain plant fibres attract additional scrutiny and occasionally require permits.
Deciding the customs route, preparing the Carnet, designing the packing, booking freight, arranging insurance and receiving the shipment in Japan. We are also happy to advise on the customs decision alone if you are running the rest yourself.
Questions people ask
Short, direct answers to the questions this reliably raises.
What is an ATA Carnet and do I need one?
An ATA Carnet is an international customs document that lets you take exhibition goods, commercial samples and professional equipment into Japan temporarily without paying duty or import consumption tax. In the UK it is issued by the London Chamber of Commerce and Industry. You need one if the goods are coming back unsold — you cannot sell anything imported under a Carnet.
What tax do I pay if I sell my work in Japan?
Goods sold are permanently imported, attracting duty according to tariff classification plus 10% consumption tax on the import value. You also need an importer of record. Galleries, department stores and show organisers will sometimes act as importer, which removes considerable administration, so it is always worth asking.
How long does shipping to Japan take?
Air freight including customs clearance realistically takes one to two weeks from the UK. Sea freight takes five to eight weeks. Carnet issue adds several days to a week. Aim to have work in Japan two weeks before the show opens, because a shipment held at customs leaves no room to recover.
How should I pack ceramics for international freight?
Wrap each piece individually and immobilise it within the crate so nothing can shift, and use a purpose-built wooden crate for anything valuable. Assume the crate will be dropped, stacked and taken through significant temperature and humidity changes. Make the packing reusable so it can be reassembled for the return journey.
What insurance do I need?
Transit insurance and exhibition insurance are separate policies covering different periods, and many Japanese venues additionally require public liability insurance as a contract condition. Declare value on replacement or remaking cost rather than retail price — over-declaring raises the premium without improving the payout.