How to Appoint a Customs Clearing Agent in Zambia

How to appoint a customs clearing agent in Zambia

ZRA provides an electronic process for importers and exporters to appoint customs clearing agents. This authorisation helps prevent the unauthorised use of a trader’s TPIN and allows the owner of the goods to manage which agents can act on their behalf.

If you are preparing an import or export, agent appointment is an important step to understand before submitting customs declarations.

Check the agent and your importer or exporter details

Use the relevant ZRA facility and current list of licensed agents. Make sure the importer or exporter identity, TPIN and account access are correct before attempting appointment.

Registration with ZRA for tax purposes is not, by itself, evidence that a particular business holds an active clearing-agent licence. We encourage customers to use ZRA’s official records to check the appropriate agent authorisation.

Use the official electronic appointment facility

ZRA explains that its electronic appointment mechanism is linked to customs systems and enables importers and exporters to choose authorised agents. The official guidance describes account sign-in, selection of an agent and management of active appointments.

For current instructions use ZRA’s appointment guidance, rather than relying on screenshots or informal instructions that may be outdated.

Understand which shipment the appointment covers

When contacting a clearing agent, explain the intended imports or exports, route and cargo details. Formal appointment and commercial service agreement are related but different questions: you should know whom you are authorising and what services you are requesting.

The ZRA system may allow multiple agents to be appointed subject to its rules. Review your appointments periodically and remove access that is no longer needed.

What to prepare before requesting our assistance

Have your importer/exporter identity, cargo descriptions, supplier or buyer country, intended customs station and available paperwork ready. If you have not previously used the appointment system, tell us so we can point you to the relevant official procedure.

Our import and export clearing pages explain what to include in your enquiry.

Frequently asked questions about clearing in Zambia

Can I enquire before my goods arrive? Yes. Send the goods description, documents available, transport route and intended entry or exit station. Early preparation can help identify missing details.

Are government duties included in your clearing fee? Government duties and taxes are separate from professional service fees. The relevant customs authority determines statutory assessments.

What if my invoice is incomplete? Share the records you have and ask your supplier for the missing product, quantity, price or transaction details. Accurate documentation is important for a useful enquiry.

Do you assist customers outside Livingstone? Yes. We serve importers and exporters throughout Zambia from our office in Livingstone; tell us the actual customs route for your consignment.

Official customs guidance

For the current legal requirements and formal customs decisions, consult the Zambia Revenue Authority’s published information: Agent guidance.