Office Memorandum: Mandatory Use of Harmonized CN22/CN23 Customs Declaration Forms for International Postal Articles - DOP OM No.19/45/2024-DAA-DOP dated 09/03/2026

Summary of Key Points:

• Issue: Current use of non-standard, varying formats of CN22/CN23 customs declaration forms for international postal articles is causing incompatibility with automated processing systems abroad, leading to rejections, delays, and inefficiencies.
• Mandate: The use of non-standard forms will result in non-acceptance or return of the article by the booking Post office/DNK/IBCs.
• Action: The Department of Posts has reviewed and finalized standardized, harmonized CN22/CN23 declaration labels with prescribed scales, dimensions, and layouts to ensure uniformity and compliance with international standards.
• Applicability: The mandatory harmonized formats apply to all international postal articles. Bulk customers, aggregators, and users of self-service/DNK portals must use these standard formats. Systems will generate the correct country-specific form automatically.
• Handling Small Shipments: For shipments smaller than the standard form dimensions (6x8 inches), a prescribed address slip must be affixed, and the customs declaration must be placed in a transparent pouch attached to the article.
• Critical Information: All details, especially Description of contents, Declared value, HS code (where applicable), Sender and receiver details, and Signature and date, must remain clearly visible.
• Prohibited Language: A list of "stop words/phrases" (issued by EU Customs) must be avoided in the content description. Generic descriptions (e.g., "clothes," "gifts") can lead to rejection or delays, as automated customs systems may flag them.
• DNK Portal Bookings: For bookings through the DNK/self-service portal, the system will generate the declaration label with a specific marking: DNKC for commercial shipments, and DNKN for non-commercial shipments.
• Enforcement: All Circles, International Business Centers (IBCs), Post Offices (POs), and DNKs must ensure mandatory use of the harmonized forms and verify data correctness before booking.

Enclosures (Annexures):

a) Harmonised CN22/CN23 label generated by systems (DNK/PO counter).

b) Harmonised CN22/CN23 available over the PO counter for the customer.

c) Instructions on filling the CN22/23 label.

d) List of stop-words/generic description.

Instructions for Filling CN22/23 Label:

• Complete all fields in English or an accepted language.
• Use a CN23 form if space is insufficient.
• Reason for export: "Gift" is not acceptable for commercial items.

(1) Description: Provide a detailed description (e.g., "two men's cotton shirts"). Generic descriptions are not acceptable.

(2), (3) Provide quantity, weight, and value with currency (e.g., USD, INR).

(4*) HS Tariff Number: Use 6-digit international code or 8-digit Indian code.

(5*) Country of Origin: Where goods were produced/manufactured.

(6), (7) Provide total weight and value.

(8) Signature and date are mandatory.

(9) System-generated DNKC (commercial) or DNKN (non-commercial) remark.

(10) & (11) Address Format: Must include Name, House/Building No., Street, Area, City/Town, State, PIN/ZIP Code, Country.

(12) Barcode of zip code.

(13) Track and Trace number of the article.