HMRC's guidance on archiving trade documents sets different periods. Customs declarations and preferential origin documents must be kept for four years. VAT records must be kept for at least six years, and commercial and transport documents count as part of those VAT records.
That covers commercial invoices, valuation documents, licences and certificates, bills of lading, sea waybills and shipping orders. Keep any C79 import VAT certificates, and download each monthly postponed import VAT statement, as it is only available online for six months.
Records can be kept electronically, but HMRC expects an audit trail and access when it asks. Poor record keeping can lead to civil penalties, and you remain liable for wrong information supplied by your agent or forwarder.
Sources
- GOV.UK: Archiving your trade documents (opens in a new tab)
- GOV.UK: Record keeping for VAT (VAT Notice 700/21) (opens in a new tab)
- GOV.UK: Get your postponed import VAT statement (opens in a new tab)
A summary of the public sources above, checked when it was published. General information, not legal, tax or financial advice.