UPS, VAT, Duty… and How to Pay Three Times for the Same Thing

james72

I feel like this should have a simple answer somewhere on the internet. Instead, every website that seems to discuss this, says the same deeply unhelpful thing: “You may be charged.” Or possibly. Or perhaps. Or toss a coin. Or stop bothering us.

So I’m hoping someone here has actually done this and better still done this successfully.

Back in November 2024 I bought an automated music player from the USA. It’s a clever bit of kit — runs show cues on stage without needing a sound engineer. Great idea. Great execution. Cost just over £1,000 in total.

The bit I’m talking about here is the base unit (£665 of that total). The rest works fine and is just like Reform UK, staying firmly in the UK.

The problem? The base unit has never played in stereo. It only outputs mono. For our shows, this is… sub-optimal.

The company is reputable, but customer service is essentially “a man who is also a performer and therefore frequently somewhere else”. Between his touring and my touring, scheduling this has been like we put the guys from the Cross Rail in charge.

Finally, I’ve found a gap before my Easter tour. He’s replied. We’re on. The unit can go back for repair.

Now enters UPS and the VAT/Duty.

I cannot work out how to send this back to the USA for repair without being charged import fees again. And from what I can tell, I might also be charged fees for sending it out as well. So - I will pay duty and VAT three times in total.

When it originally arrived, I paid UPS at the door by card. No paperwork. No invoice. UPS only keeps detailed info for 120 days. We are well past that. They can see the parcel existed in 2024, but that’s about it.

The helpful UPS lady suggested attaching my original sales invoice (the £1,000 one) and highlighting the £665 unit that’s being returned.

I assume I also need to ask the US company (doing the repair) to clearly mark it as “return after repair” when they send it back?

Here’s the slightly worrying bit. When I asked what happens when it comes back into the UK, she said I should call UPS while it’s in transit and they will “try to help”.

Not we'll fix it. No guarantee. Try. Where' Yoda when you need him.

I asked, “Won’t the person I speak to just say it’s over 120 days old and they can’t help?”

Apparently not. Apparently they can still see it on the system and will… try.

So that’s where I am.

Plan so far:

• Attach original invoice
• Clearly write “RETURN FOR REPAIR” on the parcel
• Cross fingers
• Prepare wallet (???)

One additional worry: if I stick a £1,000 invoice on the outside of a parcel and highlight the expensive bit, am I basically writing “PLEASE STEAL ME”?

I am paying the extra (£40) for full cover, but still — feels like I’m advertising.

Has anyone actually done this successfully without being charged VAT and duty twice? Or three times? Did it work? Did you manage it, and you didn't have friends or family working for the HMRC?

Any advice, experience, reassurance, or gentle mockery gratefully received.

Thanks, J

molerat

https://www.gov.uk/guidance/using-outward-processing-to-process-or-repair-your-goods#work-out-your-duty-payments

and an internal guidance document which will give some pointers

https://www.reading.ac.uk/estates/campus-services/postal-services/external-mail/post-vat-information

visidigi

You need to do a controlled export - this is used for repair and return requests, Make sure that the paperwork refers to the original export and that import should be done duty free.

born_again

Not forgetting to have required of cover for item sending