From first conversation to ongoing recovery. Every step explained.
Duty recovery is a compliance process, not a one-off transaction. We build a repeatable lane that produces audit-ready evidence, files with HMRC, and improves over time. Here is exactly how that works.
The full delivery process, step by step.
Each step has a clear input, a defined process, and a documented output. Nothing is filed with gaps. Nothing is abandoned without a reason.
Discovery and fit check
We review your return routes (EU, US, other), carriers, product types, return volumes, and the data you already have. No assumptions — just a clear picture of eligibility, likely value, and the fastest path to a compliant pilot.
A written fit assessment with eligibility, estimated value, and recommended start path.
Choose your start path
Two options: Stop the Bleed (go live first, recover on new returns immediately) or Recover First (audit historical data, quantify the opportunity, then go live). We agree the sequence, timeline, and responsibilities before anything starts.
A signed scope document with clear deliverables, timeline, and pricing.
Authority and onboarding
We put a Letter of Authority in place so Meridian can operate as your Direct Customs Representative. You remain the Declarant and importer of record. We connect to your data sources and run a data readiness assessment.
Signed LoA, data connections established, and readiness assessment complete.
Build the returns lane
We define routing, labels, scan events, and manifesting standards. The goal: a repeatable process that produces the data needed for compliant filing, without slowing your warehouse or 3PL.
Documented returns lane with intake standards, evidence capture SOPs, and exception protocols.
Return-to-export matching
Our Compliance Engine links each return to the original export reference (typically the MRN) using a multi-layer matching algorithm. Where data is missing, cases route through a structured exception queue — nothing is abandoned, nothing is forced.
Matched cases ready for evidence pack assembly. Unresolvable cases documented with clear reasons.
Physical intake controls
Scan and identity checks, condition grading, disposition decisioning (restock, refurbishment, scrap), and quarantine rules for exceptions. This is where 'same state' evidence is captured — the foundation of every RGR claim.
Standardised intake evidence: 3-point photos, condition grade, and scan event log per return.
Evidence pack assembly
Export references, commercial documents, and intake evidence are auto-assembled into a checklist-driven, HMRC-ready evidence pack. Every action is logged in an immutable audit trail. Packs are version-controlled and retrievable on demand.
Complete, QA'd evidence pack for every eligible case — ready for CDS filing.
CDS filing
Meridian prepares and submits the RGR declaration via CDS as your Direct Representative, applying the correct relief logic per case. Border outcomes are tracked and reconciled automatically.
Declarations filed. Border outcomes tracked. Queries and rejections managed within the same workflow.
Exception and query management
If HMRC queries or rejects an entry, we identify root cause, coordinate corrections, and resubmit or escalate. Structured triage means every exception has clear ownership, severity, and a documented resolution path.
Root cause analysis, corrective action, and resubmission — all logged in the audit trail.
Reporting and continuous improvement
Monthly reporting on duty and VAT avoided, recovered, and flagged. We use this data to improve match rates, reduce exceptions, and increase the percentage of returns that qualify for relief over time.
Monthly recovery statement, compliance health score, and data improvement recommendations.
Three capabilities that make this process work at scale.
Multi-layer MRN matching algorithm processes hundreds of returns in minutes. Unresolvable cases route to a structured exception queue. Nothing is abandoned.
Auto-assembles every document HMRC requires into a checklist-driven, version-controlled pack. QA runs before filing, not after rejection.
Every action timestamped and traceable. Evidence retained for the full 7-year HMRC review period. Your position is defensible at every stage.
Start where it makes sense for your business.
Both paths lead to the same outcome: a compliant, repeatable recovery lane. The difference is whether you prioritise stopping future leakage or quantifying historical recovery first.
Go live first. Implement the returns lane and begin avoiding duty and VAT on new returns immediately. Run the historical audit once the live process is stable. Best when you know the leakage is ongoing and want to stop it now.
Check eligibility →
Audit first. Quantify missed relief and data gaps across up to 3 years, then implement the live Managed Compliance Hub to prevent future leakage. Best when you need a business case before committing.
Submit data for review →