How to Use Your Excel to Prepare an Upload-Ready Flat File for Dubai Customs

Introduction

If you're handling imports or exports through Dubai Customs, you've likely come across the need to use the correct HS code format and prepare your upload-file appropriately. This guide explains how you can use the free converter tool from CustomsEZ to prepare your flat-file for import/export, using either 8-digit or 12-digit HS codes as per the current UAE system.

What is an HS Code?

The Harmonised System (HS) Code is a globally-adopted classification system developed by the World Customs Organization (WCO). It enables:

• Product identification by customs authorities

• Determination of applicable tariffs, duties and regulatory checks

• Compliance with trade regulations and consistent tracking of international trade flows

Every product that crosses a border must have the correct HS code — mis-classification can cause delays, lack of duty accuracy, or administrative issues.

Why the UAE Uses 8- and 12-Digit HS Codes

While the core HS system uses six digits internationally, many countries extend this for national detail. In the UAE:

• The existing **8-digit HS code structure** remains valid during the phased transition.

• A new **12-digit classification system** (the "Integrated Customs Tariff") is being implemented, which allows greater granularity and aligns with the GCC unified system.

• During certain phases, either 8-digit or 12-digit codes may be used depending on the trade flow.

So, your process needs to support both formats for now — the tool is built to handle 8-digit or 12-digit input and then convert the data into the required flat-file format for upload.

Step-by-Step: Using the Converter Tool

**Step 1: Start from Your Excel List**

Begin with your product list in Excel. Ensure you have:

• Description of goods

• HS code (either 8-digit or 12-digit, as applicable)

• Quantity, value, country of origin, etc.

**Step 2: Use the CustomsEZ Tool to Generate Flat File**

Upload your Excel file to the Converter tool from CustomsEZ:

• The tool accepts HS codes in **8-digit or 12-digit** format.

• It validates against key fields and prepares the export.

• It outputs a flat-file (text/CSV) in the format ready for upload via Dubai Trade or your broker.

• **Important**: The tool does *not* perform the upload to Dubai Trade; you still need to submit the flat-file via your portal or service provider.

**Step 3: Review & Verify**

Before upload:

• Confirm that the HS code you used (8 or 12 digits) aligns with the required format for your trade flow (destination, free-zone vs mainland, etc.).

• Check that your description and values match the classification.

• If a permit or regulatory clearance is needed (for example electronics, food, controlled items) make sure that's addressed.

**Step 4: Upload the Flat File**

Once you have the prepared flat-file from the tool, upload it through your Dubai Trade portal (or via your clearing agent) as part of the customs declaration process.

Common Mistakes to Avoid

• **Using only 8-digit codes when 12-digit is required** for that particular trade lane.

• **Assuming all products automatically move to 12-digit** — some flows still allow 8-digit codes.

• **Entering a HS code in 6 digits** (this is generally not accepted in the UAE system).

• **Not verifying the correct format** for your trade scenario (GCC, free-zone, rest-of-world).

• **Using outdated codes** — the tariff and classification table has changed significantly.

Example Scenario

**Product:** Wireless Bluetooth Headphones

**Input HS Code:** 85183010 (8-digit) or 851830100000 (12-digit)

**Tool action:** Accepts either format → validates → exports flat-file

**Action for user:** Upload flat file via Dubai Trade → declare shipment

**Note:** Duty rate and permit requirement (e.g., electronics regulation) still need manual confirmation.

Why This Matters

By supporting both 8-digit and 12-digit HS codes and converting them into a ready-to-upload flat-file, the tool helps you:

• **Adapt to current UAE classification rules** without needing separate workflows for each code length.

• **Reduce manual file formatting errors.**

• **Ensure your submission file matches** the upload requirements of Dubai Trade.

• **Stay compliant during the transition period** where both formats may apply.

FAQ

**Q: Is the tool converting 6-digit codes to 12-digit codes?**

A: No. The tool accepts **8-digit or 12-digit** HS codes as input and converts them into the uploadable flat-file format. It does not automatically convert 6-digit codes to 12 digits.

**Q: Do I still need a customs broker?**

A: Yes — for complex goods, regulatory approvals or ambiguous classifications, a licensed broker remains useful.

**Q: When will 12-digit codes become mandatory for all flows?**

A: According to Dubai Customs Notice 10/2025, full mandatory use of 12-digit codes will expand in phases beyond February 2026 for various trade flows.

Conclusion

The migration to 12-digit classification in the UAE is underway, but during the transition you'll need to work with both 8-digit and 12-digit codes depending on your trade flow. Using a tool like CustomsEZ supports this flexibility — by allowing 8- or 12-digit inputs and exporting a flat-file ready for upload, you gain practical compliance and operational ease.

Start by preparing your Excel list, upload into the converter, export the flat-file, then proceed with submission via Dubai Trade. Doing so lets you meet classification requirements while avoiding manual formatting frustration.

Try the tool today at https://customsez.com and ensure your next submission is ready, accurate and upload-ready.