With the continuous improvement of EU border security regulations, compliance requirements for cross-border railway transportation are also changing. The implementation of ICS2 (Import Control System 2.0) has become a mandatory compliance requirement for goods entering the European Union by rail. For China-Europe Railway Express operators, freight forwarders, cargo owners, and logistics service providers, understanding ICS2 declaration requirements is essential to ensure smooth border clearance and avoid cargo delays or penalties. This guide explains the ICS2 concept, declaration process, required information, and key operational considerations for railway transportation to the EU.
ICS2 is the second-generation Import Control System introduced by the European Union customs authorities to strengthen security risk management for inbound goods. It replaced the previous ICS system and became fully operational in March 2023. Compared with the previous system, ICS2 expands the scope of supervision and introduces stricter data requirements.
The main purpose of ICS2 is to complete security risk assessment before goods arrive at EU borders through advance declaration and risk screening, helping prevent security threats such as smuggling and illegal trade activities.
For railway transportation, ICS2 requirements mainly focus on two aspects:
• Declaration scope: All goods entering EU member states from non-EU countries by railway transportation must submit electronic ICS2 declaration data, regardless of whether the EU is the final destination. Transit cargo passing through EU countries to third countries must also complete ICS2 declaration procedures.
• Declaration deadline: According to EU regulations, railway cargo information must be submitted before the first arrival at the EU border. Failure to submit data on time or incorrect information may result in customs intervention, transportation interruption, or administrative penalties.
From an operational perspective, ICS2 is not simply an additional compliance burden. A properly completed ICS2 declaration can improve customs efficiency, reduce border delays, and help companies establish better customs compliance records. This is especially important for time-sensitive cargo such as electronic components, automotive parts, and temperature-sensitive products.
Although ICS2 declaration appears to be only an electronic data submission, the actual process includes information preparation, data entry, risk assessment, and response confirmation. Each step requires accurate information and strict compliance.
Step 1: Prepare Required Information
Before submitting ICS2 data, companies must collect and verify the following information:
• Transport information: Railway train number, wagon information, railway operator details, EORI number, departure station, destination station, and estimated arrival time (ETA) at the EU border. The train information must match the official railway operation schedule.
• Cargo information: Including bill of lading number or railway waybill number, cargo description, HS code, number of packages, gross weight, net weight, and packaging type such as pallets, containers, or wooden cases.
The HS code is one of the most important factors for customs risk assessment. The cargo classification must accurately reflect the actual product characteristics. For example, lithium batteries must be correctly classified according to their type to avoid unnecessary customs risk.
• Shipper, consignee, and declarant information: Including company name, address, EORI number, contact details, and customs authorization documents when a freight forwarder submits the declaration on behalf of the cargo owner.
• Safety-related documents: Dangerous goods require relevant safety information such as UN number, classification documents, and packaging certificates. Controlled products such as pharmaceuticals and medical equipment may require additional EU import licenses or regulatory documents.
Step 2: Data Entry and Avoiding Common Errors
ICS2 requires highly accurate information. Even minor mistakes may cause declaration failure or customs delays. The following issues are commonly encountered:
• Incorrect EORI number: EU EORI numbers must include the correct country code and company identification number. Incorrect formats may prevent customs systems from identifying the consignee or declarant.
• Incorrect cargo description: ICS2 requires specific and clear product descriptions. General descriptions such as "electronics" or "clothing" may not be accepted. The description should clearly indicate the actual product characteristics.
• Incorrect estimated arrival time (ETA): The declared arrival time should match railway operation schedules. If transportation schedules change, the ICS2 information should be updated promptly.
• Missing transit information: For goods passing through EU countries, companies must provide accurate transit countries and final destination information. Missing transit details may cause customs verification problems.
Step 3: Submission and Declaration Confirmation
After completing data entry, the company must submit the ICS2 declaration and monitor the response status.
• System verification: Before submission, the ICS2 system checks data accuracy, including EORI validity and information consistency.
• Declaration submission: After successful submission, the system generates an ICS2 declaration reference number. This number should be saved for future tracking and modification.
• Monitoring response status: Companies should regularly check the declaration status and respond quickly when additional information is requested.
Released: The cargo has passed EU security risk assessment and can continue transportation.
Hold: The cargo requires additional review. Additional documents such as commercial invoices or packing lists may be requested.
Rejected: The declaration contains incorrect or incomplete information. The company must correct the errors and resubmit the declaration.
To ensure smooth railway transportation to the European Union, companies should:
• Prepare ICS2 information before shipment departure.
• Ensure HS codes and cargo descriptions are accurate.
• Confirm consignee EORI information in advance.
• Maintain communication between cargo owners, freight forwarders, and railway operators.
• Keep all customs-related documents properly archived.
Proper ICS2 compliance helps reduce border risks, improve customs efficiency, and ensure reliable China-Europe Railway Express operations.
