How to import from Europe to Costa Rica, step by step

Europe is one of the most attractive sourcing regions for Costa Rican importers: machinery and industrial equipment, spare parts, food and beverages, cosmetics, pharmaceuticals and consumer goods with very high quality standards. And there is an extra advantage many people miss: thanks to the trade agreement with the European Union, a large share of those products can enter Costa Rica with a reduced — or even 0% — import duty.

This guide walks you through the full process, step by step, exactly as it works in a real operation.

Step 1 — Define the product and validate the supplier

Request a proforma invoice with the exact description of the goods, quantities, price and sales terms. Check that the supplier is a registered company in its country (easy in Europe, where most business registries are public) and clarify from the start who handles transport — that defines the real price you are paying.

Step 2 — Negotiate the right incoterm

The incoterm defines where the supplier's responsibility ends and yours begins. The most common ones for European imports:

• EXW (Ex Works): you pick up the goods at the supplier's warehouse. Full control of the logistics — ideal if your freight forwarder has a network in Europe.
• FCA (Free Carrier): the supplier hands the cargo to your designated carrier. Usually the best balance for the importer.
• FOB (Free On Board): the supplier places it on board the vessel at the European port.

If the supplier offers a CIF price, compare: sometimes the "included" freight costs more than booking it yourself. Full breakdown in Incoterms explained: FOB vs CIF vs EXW.

Step 3 — Gather the documents (including proof of origin)

• Commercial invoice with all the data customs requires.
• Packing list with weights and dimensions per package.
• EU–Central America agreement proof of origin: the EUR.1 movement certificate or the invoice declaration. This is the document that unlocks the preferential duty — request it before shipment.
• Product-specific permits depending on the type of goods (sanitary, phytosanitary, registrations, etc.).

Step 4 — Choose the mode: LCL, FCL or air

• LCL (consolidated): for volumes under ~15 CBM. You only pay for the space your cargo uses.
• FCL (full container): from ~15 CBM it is usually cheaper per unit and faster at destination.
• Air freight: for urgent, high-value or perishable cargo. Days instead of weeks, at a higher cost.

Not sure which fits? See FCL vs LCL: which one is right for your cargo?

Step 5 — Move the cargo to the hub port

Your supplier does not need to be near a port. Europe's inland transport network (truck, rail and barge) moves cargo from virtually any country to the big hub ports: Rotterdam, Hamburg, Antwerp, Valencia and Le Havre, where it is consolidated and shipped to Costa Rica. How it works in detail: import from anywhere in Europe via hub ports.

Step 6 — Ocean transit to Costa Rica

Ocean transit from the European hub ports takes 17 to 26 days on regular service, depending on the port of departure. Port-by-port detail and the stages that add days: how long shipping from Europe to Costa Rica takes.

Step 7 — Customs and final delivery

On arrival (Limón or Caldera depending on the route), your customs broker files the DUA and the taxes are paid: import duty (reduced or 0% with the proof of origin), Law 6946 (1%) and VAT (13%). How they are calculated, with an example, in import duties in Costa Rica. Pre-arrival declaration can speed up release and save storage fees. Then inland transport to your warehouse.

Final tips

• Request the proof of origin (EUR.1 or invoice declaration) from the very first order — it is the biggest saving and the most forgotten one.
• Consolidate purchases from several European suppliers at the same hub to save on freight.
• Always ask for an itemized quote: goods, inland transport, freight, insurance, taxes and local charges.

Written by: Customer Service Department, VS Logistics S.A.

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