Step-by-Step Guide to Importing a Car from the USA

Importing cars from the USA, especially from auctions like Copart and IAAI, is a process that requires proper planning and knowledge of procedures. The entire procedure includes several key stages – from selecting the car, through bidding, to transport to Poland and registration. Below is a detailed step-by-step guide to help you successfully complete the entire process.

Step 1: Signing an Agreement with a Broker

Signing an agreement with a broker is one of the key steps in the process of importing a car from the USA. A broker, or a licensed auction intermediary, represents the client during the auction and throughout the logistics process. The agreement outlines the scope of services, responsibilities of both parties, payment terms, and the broker's commission. Typically, the broker provides access to auction platforms, handles transactions, organizes transport, and offers customs support. Signing the agreement is a formality that grants the client the right to use the broker's services and ensures a secure cooperation.

More → Benefits of Working with an Importer (Broker)

Step 2: Choosing a Car

The second step in the process of importing a car from the USA is selecting the vehicle. Your actions at this stage depend on whether you are searching for the car using auction platforms yourself or if you have delegated this task to a broker.

• If you choose the first option, you search for a car using the user-friendly interface of the auction platform.
• If you delegate the search to a broker, you provide your preferences to the advisor, wait for proposals, and potentially adjust your expectations if the suggested cars don't meet your requirements.

In any case, you need to:

• Define which types of cars interest you – on Copart and IAAI, hundreds of thousands of vehicles are auctioned daily.
• Decide which type of damage you are willing to accept – most cars on these platforms are accident vehicles. It is important to determine whether you are looking for cars with light damage (e.g., scratches, suspension issues) or more severe damage (e.g., collisions, flooding, engine damage).
• Check the vehicle’s history – by using services like Carfax or AutoCheck, you can obtain a detailed report on the car’s history. This is crucial to avoid buying a car with hidden problems, such as odometer fraud or a previous total loss.

More → Rules for Finding Good Cars at US Auctions

Step 3: Bidding

Once you have selected the right vehicle, the next step is to enter the bidding process or delegate it to a broker. Online auctions have two stages:

• Pre-Bid – you set your maximum bid for the car before the auction begins.
• Live Auction – a live auction where you can continuously increase your bid.

It is important to know the maximum price you are willing to pay for the car, considering all additional fees (auction, transport, customs duties). After winning the auction, you will have a limited time to make the payment.

More → Auction Rules on Copart and IAAI

Step 4: Paying for the Car

After the auction ends, you need to pay for the car within the specified time:

• Copart: The payment deadline is 3 business days, including the day of purchase. If payment is not made within 3 days, a late payment fee and storage fee are charged. If the vehicle is not fully paid for within 8 calendar days (including the day of purchase), it will be relisted for sale. The relisting fee is 10% of the final sale price, with a minimum of $600.
• IAAI: The payment deadline is 3–5 business days, depending on the sales lot, including the day of purchase. If payment is not made within 3 days, a late payment fee and storage fee will be charged. If the vehicle is not fully paid within 7 calendar days (including the day of purchase), it will be relisted for sale. The relisting fee is 15% of the final sale price, with a minimum of $1,000. It is important to note that IAAI has a strict policy for clients who do not make payments on time. If you fail to pay for a vehicle twice, your account may be blocked or suspended, preventing you from participating in future auctions. In practice, this means that brokers who purchase cars on behalf of clients often introduce additional regulations or require deposits to avoid irresponsible purchases.

Once the car is paid for, you will receive purchase confirmation documents and can begin organizing transportation.

More → Payments and Penalties on Copart and IAAI Auctions

Step 5: Transport from the USA to the EU

After paying for the car, you need to organize or commission the transport from the USA to the EU, which involves several key stages:

1. Land Transport to the Port in the USA – once the car is paid for, it will be transported to a port in the USA, from where it will begin its journey to Europe. The cost of land transport to the port in the USA usually ranges from $500 to $1000, depending on the distance.

More → Ground Transportation to the Port of Departure in the USA

2. Sea Transport – the car is loaded onto a ship and transported to a port in Europe. The sea transport typically takes between 2 to 4 weeks, depending on the specific port in the USA and the destination port in Europe.

More → Ocean Freight from the USA to the EU

It is important to note that transport time depends on the specific port chosen in the USA and the destination port in the EU.

Step 6: Customs Procedures

After the car arrives in Europe, it must go through the customs clearance procedure. To do this, you need to:

1. Submit a customs declaration and pay customs duties (10% of the car's value and transport costs).
2. Pay VAT (20-25% depending on the destination port country).

Remember that customs clearance may involve additional costs, such as storage fees if the car is not collected in a timely manner.

More → Unloading at the Port, Customs Duties, and VAT — Step-by-Step

Step 7: Transport from the Port to the Final Destination

After customs clearance, the car is transported to its final destination in Poland. Depending on the distance from the port, transport may take several days. The cost of transport from the port in Europe to Poland depends on the location, but it usually ranges from 2000 to 2500 PLN.

More → Ground Transportation to Poland

Step 8: Car Repair and Technical Inspection

The car repair stage after importing from the USA is highly individualized – it depends on the type and extent of the damage. Therefore, it is difficult to provide specific information, as each case is different. However, a mandatory step after repair is the technical inspection. The car must meet European standards, which often requires certain adaptations — front headlights, rear amber turn signals, rear fog light, speedometer, and a kilometer counter. Only after completing these modifications and passing the technical inspection can the car move forward to registration.

More → Importing Cars from the USA and EU/Polish Regulations

Step 9: Excise Tax Payment and Vehicle Registration

The final step is registering the car in Poland. To do this, you need to:

Pay the excise tax. This is a tax based on the vehicle's value, engine capacity, and type, which must be paid before registering the car. The excise tax rate depends on the engine capacity:

• Up to 2000 cm³ – 3.1%,
• Above 2000 cm³ – 18.6%,
• Preferential rates for hybrids, electric cars, and vintage vehicles.

More → Excise Duty for Importing a Car from the USA

The excise tax is calculated based on the market value of the vehicle (not the purchase price), so it is advisable to have documents that confirm its technical condition and damages — these can lower the vehicle’s valuation and the final tax amount. The payment is made online through the e-Tax Office system, and proof of payment is required for further registration formalities.

Prepare the documents. After paying the excise tax, the next step is preparing the necessary documents for vehicle registration in Poland. Key documents include the American title of ownership, customs clearance document, proof of excise tax payment, technical inspection certificate, and sworn translations of all documents into Polish. It is also helpful to have the purchase invoice or sales agreement, as well as proof of the vehicle owner’s identity. Once you have all the documents, you need to go to the office to obtain the registration number and registration certificate.

More → Required Documents for Registering a Car from the USA in Poland

Car registration is the final step to legally use the vehicle in Poland. The entire registration process usually takes a few working days, but for accident-damaged vehicles, it may take slightly longer due to the need for additional technical inspections.