Learn the Requirements for Importing Heavy Machinery

A common issue for importers of heavy machinery and exporters is failing to meet all the documentation requirements imposed by customs authorities when starting a commercial process. Missing deadlines or not adhering to proper procedures can lead to wasted time and extra expenses due to poor planning when importing heavy machinery.

This blog delves deeper into the topic. Beyond defining the INCOTERM, selecting your supplier, identifying the correct tariff classification for the equipment, and estimating customs costs, there are other mandatory documents you’ll need to ensure a smooth process for importing heavy equipment.

The Three Basics You Should Know

Before listing the required documents for importing heavy machinery, make sure you’re clear on these three essentials:

Research and compare suppliers

Investigate the manufacturers of the equipment you need and verify if they have a global network of authorized distributors and dealers. Equipment offered through reputable sources often provides better pricing and quality compared to deals found online.

Freight forwarders or logistics agents

Partner with experienced freight forwarders who specialize in shipping heavy machinery, whether by sea or land, from the port of origin to the destination. Handling heavy equipment requires expertise, as it’s significantly different from transporting bulk or refrigerated goods.

Customs broker

A customs broker specializes in the “nationalization” of heavy machinery and ensures compliance with federal requirements, including regulations, shipping policies, tariffs, and other administrative procedures mandated by local authorities.

Necessary Documents

The documentation required varies depending on whether you’re importing as an individual or a business entity.

For Individuals

• A valid government-issued ID (such as a voter’s card, passport, or consular registration).
• Taxpayer ID (RFC) and proof of compliance with tax obligations.
• CURP (Unique Population Registry Code).
• Electronic signature (e.firma).
• Registration with the Importers Registry.
• Proof of address (no older than three months).
• Signed authorization letter.
• Commercial invoice.
• Certificate of origin.
• If conducting business activities, an additional copy of your RFC registration page.
• Power of attorney for the legal representative (original or certified copy).

For Business Entities

• Commercial invoice.
• Certificate of origin.
• Copy of the articles of incorporation, showing registration with the Public Registry of Property and Commerce.
• Copy of the notarial document detailing the powers of the legal representative.
• Valid ID for the legal representative (voter’s card, passport, or consular registration).
• Tax status certificate.
• Positive compliance opinion for tax obligations.
• Proof of address (no older than three months).
• Public agencies or entities must provide documents proving their legal establishment, governing rules, and public officials authorized to represent them.

What Else Do You Need?

When importing heavy machinery like excavators, forklifts, backhoes, sweepers, tractors, cranes, lifts, or paving equipment, it is subject to the corresponding taxes and federal and state duties, such as the General Import Tax (IGI), Value-Added Tax (IVA), and Customs Processing Fee (DTA).

All brands of heavy machinery can be imported, regardless of the country of origin. However, if the machinery comes from the United States or Canada, you have a competitive advantage as an importer. Thanks to the USMCA (United States-Mexico-Canada Agreement), tariff preferences are available for imports from these countries.

Many procedures can be completed online, requiring the use of your electronic signature (e.firma).

Work with professionals, such as customs brokers or experienced import management agencies, to ensure your process runs smoothly. Choosing the wrong partners can result in delivery delays and additional costs during your importation process.

Finally, remember that laws and administrative requirements change frequently in each country and vary according to the regulations set by local customs authorities. Stay up-to-date with amendments to customs laws and related updates to comply with all requirements on time and avoid complications.