In this Knowledge Center series we have covered different steps of the TAREKS process individually. In this article we bring together, in one place, the most frequently repeated mistakes we've gathered from dozens of import processes in the field. Our goal is to help you see these mistakes in advance and prevent them, avoiding the delays and costs that can occur at customs.
1. Leaving Document Preparation to the Moment of Import
This is the most common mistake seen in the field: the technical file and declaration of conformity never coming up until the product reaches customs. In this case, the importer is forced to rush and request documents from the manufacturer while the shipment is waiting; if the manufacturer is slow to respond or the documents turn out incomplete, the product gets held at customs. The right approach is to start the document sourcing process at the order stage, well before the product ships. We covered this topic in our article How Is a TAREKS Application Made?.
2. Declaring the HS Code by Estimation
Serious risks arise when the HS Code is determined not based on the product's technical characteristics but with the logic of "the code we used for a similar product." An incorrect HS Code declaration can lead to a product within scope being mistakenly shown as out of scope (which is treated as a serious non-conformity when later detected), or a product out of scope being unnecessarily routed to inspection. We explained in detail how to determine the correct HS Code in our article How Is the HS Code (GTİP) Determined?.
3. Starting Import Without Translating the User Manual Into Turkish
The user manual being available only in the manufacturer's country's language is one of the most common document deficiencies. The Turkish translation is generally left to the last minute, which causes both delay and content errors from rushed translation. The manual also needs to be consistent with the product's current configuration (especially if modernization or revision has been done); otherwise a consistency query comes up during inspection.
4. Inconsistencies Between the Declaration of Conformity and the Actual Product
The model or serial number in the declaration of conformity not exactly matching the label on the product is a non-conformity frequently identified during inspection. Similarly, standard references listed in the declaration showing an outdated version also raises a consistency query with the technical file. We covered which elements the declaration should contain and what to watch for in our article What Should the Declaration of Conformity Look Like?.
5. Not Matching Test Reports to the Product's Current Revision
A test report is only meaningful if it clearly states which product revision it is valid for. Continuing to use an old test report on an updated product after a design change is made is considered a serious inconsistency during inspection. Additionally, reports obtained from a laboratory whose accreditation scope doesn't match the standard the product was tested against may not be accepted as valid evidence.
6. Repeating the Same Mistake Across Different Shipments
It is a common mistake to consider the process over once an issue on one shipment is resolved, moving to the next shipment without investigating the root cause. But as long as the root cause (for example, not having established a clear document protocol with the manufacturer) is not resolved, the same problem recurs across different shipments. Moreover, a history of recurring non-conformity can lead TAREKS's risk analysis to route the company's future shipments to higher inspection intensity.
7. Document Inconsistency for Used or Modernized Products
In used machinery imports, the original technical file not being obtainable or documents not being updated after modernization is a commonly encountered problem. We covered this topic in detail in our article How Does the TAREKS Process Work for Used Machinery Imports?.
The Systematic Way to Prevent These Mistakes
- Clarify contractually with your supplier, before placing an order, that the technical file and declaration of conformity will be provided.
- Determine the HS Code based on the product's actual technical characteristics, confirming it if necessary with binding tariff information.
- Plan the Turkish translation of the user manual at the order stage; don't leave it to the last minute.
- Check the declaration of conformity by comparing it directly against the actual product label.
- Clearly state in the technical file which product revision the test reports belong to.
- After every shipment, investigate the root cause of any identified issues and resolve them permanently.
- For used or modernized products, separately confirm document currency.
Relevant Directives and Standards
Most of these mistakes stem from incomplete or inconsistent fulfillment of the documentation requirements set out in the Product Safety and Inspection (ÜGD) communiqués and the relevant product directives (Machinery Directive, LVD, RED, PPE Regulation, etc.). The content of the declaration of conformity is based on the general principles of Regulation (EC) No 765/2008, and HS Code classification is based on the Harmonized System (HS) nomenclature.
| Mistake | Typical Result | Prevention Method |
|---|---|---|
| Late document preparation | Held at customs | Document protocol at order stage |
| Incorrect HS Code | Scope error, administrative sanction risk | HS Code determination based on technical characteristics |
| Missing Turkish manual | Rejection in document review | Early translation planning |
| Declaration-product inconsistency | Additional explanation request, delay | Label-declaration cross-check |
| Outdated test report | Consistency query | Revision-based report tracking |
Step-by-Step Process
- Clarify the technical file and document protocol with your supplier before ordering.
- Determine your product's HS Code correctly, based on its technical characteristics.
- Plan the Turkish translation of the user manual at an early stage.
- Verify the declaration of conformity by comparing it against the actual product label.
- Confirm test reports are consistent with the current product revision.
- Keep all documents together in a digital, organized archive.
- Apply lessons learned from every shipment to the next import.
Frequently Asked Questions
What is the most common mistake seen in TAREKS?
The most common mistake in the field is that the technical file and declaration of conformity are never prepared until the moment of import; document sourcing is attempted in a rush only after the product has reached customs.
Which mistakes are commonly made regarding the user manual?
The most common mistakes are the manual being available only in a foreign language, the Turkish translation being left to the last minute, or the manual's content being inconsistent with the product's current configuration.
What consequences does an HS Code error bring?
An incorrect HS Code declaration can lead to a product within scope being mistakenly shown as out of scope (a serious non-conformity) or a product out of scope being unnecessarily routed to inspection; both situations bring costly consequences.
Do companies not learn from past mistakes?
Often not; the same mistake can repeat across different shipments because the root cause (for example, not establishing a clear document protocol with the manufacturer) is not resolved and only the immediate issue is fixed each time.
Does getting consultancy support prevent these mistakes?
Experienced consultancy support significantly reduces the risk of surprises at customs by ensuring most of these mistakes are identified and prevented through a systematic checklist before import.
Do mistakes repeat if the supplier changes?
Yes, even if the supplier changes, problems previously experienced in the same product group (for example, an incomplete technical file) can recur; for this reason it is recommended to clarify the document protocol from the start with every new supplier.
What is the most common mistake related to test reports?
A test report not matching the product's current revision, or being obtained from a laboratory whose accreditation scope doesn't match the product, are the most common test report mistakes seen in the field.
What is the most common mistake in the declaration of conformity?
The model/serial number in the declaration not matching the label on the actual product, or standard references showing an outdated version, are the most common declaration of conformity mistakes.
Does company size affect the error rate?
Not directly; larger companies can allocate more resources but may experience coordination errors due to more complex supply chains, while smaller companies may neglect document preparation due to resource constraints. Setting up a systematic process is decisive in both cases.
What is the single most effective step for preventing these mistakes?
Clarifying, contractually, before placing an order, that the supplier will provide a complete technical file and declaration of conformity is the single measure most consistently seen as effective in the field.
Conclusion
Most of the problems experienced in the TAREKS process are actually recurring, foreseeable mistakes that could be prevented before import. Starting document preparation at the order stage, determining the HS Code with care, and permanently resolving the root cause after every shipment is the most effective way to prevent the delays and costs that can occur at customs.
Let's work together to manage your TAREKS process error-free. For more information, see our TAREKS & Import consultancy service or get in touch.
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