When Sarah moved from Chicago to Costa Rica’s Central Valley, she budgeted $3,500 for shipping her household belongings. The final bill? Nearly $7,200. “I never anticipated the storage fees while items cleared customs, or that my shipment would be held for two extra weeks because my inventory list wasn’t detailed enough,” she explains.
Shipping to Costa Rica for expats involves navigating complex customs regulations, understanding real costs beyond initial quotes, and making strategic decisions about what to bring versus what to buy locally. This comprehensive guide draws from interviews with successful expat relocations to provide you with accurate, actionable information for a smooth transition to your new Pura Vida lifestyle.
Shipping Options to Costa Rica
Container Shipping vs. Air Freight: Which Works Best for Expats?
Choosing the right shipping method fundamentally impacts your moving experience, timeline, and budget. Here’s how your options stack up:
Full Container Load (FCL) gives you an entire shipping container (typically 20ft or 40ft) for your exclusive use. This option works best if you’re moving an entire household.
Less than Container Load (LCL) allows you to share container space with other shipments, paying only for the volume your goods occupy. This proves more economical for smaller moves but adds complexity to the shipping process.
Air Freight delivers your belongings in days rather than months but costs substantially more—typically 4-6 times the price of sea freight for the same volume.
| Shipping Method | Typical Timeframe | Cost Range | Best For |
|---|---|---|---|
| FCL (Sea) | 45-60 days | $4,500-$9,000 | Complete household moves |
| LCL (Sea) | 60-75 days | $1,500-$4,000 | Partial household moves |
| Air Freight | 7-14 days | $5,000-$15,000 | Essential items, time-sensitive moves |
Pro Tip: Ship most of your household via sea freight but send essential equipment for your home office by air. The combined approach will save money while ensuring you could work immediately upon arrival.
Door-to-Door vs. Port-to-Port: What Service Levels Can You Expect?
The service level you choose dramatically affects both your involvement in the process and final costs:
Door-to-Door service handles everything from pickup at your current home to delivery at your Costa Rican residence. This comprehensive option simplifies the process but costs 30-40% more than other service levels.
Door-to-Port service covers transportation from your home to the Costa Rican port, leaving you responsible for customs clearance and delivery to your final destination.
Port-to-Port service only handles the ocean transportation between ports, requiring you to arrange pickup, delivery, and customs clearance independently.
Hidden costs in port-to-port arrangements often surprise expats, including:
- Local transportation to and from ports ($400-800)
- Container handling fees at both ends ($300-500)
- Documentation fees ($150-300)
- Customs broker fees ($300-700)
- Potential storage charges during customs processing ($50-100/day)
Key takeaway: For first-time movers to Costa Rica, door-to-door service provides peace of mind and often costs less than anticipated when factoring in all the separate services you’d otherwise need to coordinate.
Postal Service Options to Costa Rica
For sending smaller packages before or after your move, several postal and courier options exist:
Correos de Costa Rica (national postal service) offers low-cost delivery but with limited tracking capability and delivery times averaging 20-30 days from the US. Reliability has improved in recent years but varies significantly by region within Costa Rica.
USPS provides several international shipping options to Costa Rica:
- First-Class Package International: 2-3 weeks, limited tracking
- Priority Mail International: 6-10 business days, includes tracking
- Priority Mail Express International: 3-5 business days, tracking and insurance
Private courier services (FedEx, DHL, UPS) deliver packages to Costa Rica typically within 3-7 business days with excellent tracking but at premium prices. These services handle customs clearance but still require you to pay any applicable duties.
Important note: All postal and courier shipments to Costa Rica valued over $500 require customs clearance and payment of import duties, regardless of shipping method.
Costa Rica Customs Regulations Expats Need to Know
The Household Effects Exemption: Your Tax-Saving Opportunity
One significant advantage for new residents is Costa Rica’s household effects exemption, which allows you to import used household goods duty-free under specific conditions:
Qualification requirements:
- You must be in the process of obtaining legal residency
- Items must be used (owned for at least six months)
- Importation must occur within six months of your residency approval
- You can only claim this exemption once
Required documentation for the exemption:
- Detailed inventory in Spanish with values listed
- Proof of residency status or application in process
- Passport copy
- Bill of lading or airway bill
- Power of attorney for your customs broker
Common mistakes that trigger unnecessary taxes:
- Including new items with used household goods
- Missing the six-month window after residency approval
- Inadequate description or valuation of items
- Failing to list every item, no matter how small
Import Taxes and Duties: What You’ll Actually Pay
For items not qualifying for the household exemption, Costa Rica imposes various import taxes:
Standard import duties breakdown:
- Sales tax (IVA): 13% on most items
- Customs duty: 0-50% depending on the product category
- Selective consumption tax: 0-75% on luxury items
- Agricultural protection tax: Varies by product
Electronics and appliances typically face combined taxes of 35-50% of their value plus shipping costs.
Furniture and household items generally incur taxes of 23-38%.
Vehicles face Costa Rica’s most complex import tax structure, with rates based on CIF value (Cost + Insurance + Freight), engine size, model year, and environmental factors. For newer vehicles, this often equals 52-80% of the vehicle’s value.
Daniel Rojas, a licensed Costa Rican customs broker, advises: “Many expats underestimate how the import value is calculated. Customs uses the CIF value—not just the item’s value, but also its shipping and insurance costs—as the base for calculating all duties.”
Required Documentation for Smooth Customs Clearance
Preparing proper documentation proves crucial to avoiding delays and additional storage fees:
Detailed packing list requirements: Must be in Spanish (or with Spanish translation), include detailed descriptions of all items, list approximate value of each item, identify new versus used status of each item, and specify quantity, weight, and dimensions.
Bill of lading/airway bill must show a complete shipper and consignee information, accurate description of goods, total number of packages, total weight and volume, and port of loading and unloading.
Power of attorney (POA) must be notarized, it should be in both English and Spanish, specifying exactly what your broker is authorized to do. It requires apostille or authentication if executed outside Costa Rica.
Expert tip: Use descriptive Spanish terms on your inventory list for faster processing. For example, “Mesa de comedor de madera usada” (used wooden dining table) is better than simply “table.”
Real Costs of Shipping to Costa Rica (2025 Update)
Container Shipping Costs Breakdown
Current shipping rates from major locations to Costa Rica ports (as of March 2025):
| Origin Location | 20ft Container | 40ft Container | Transit Time |
|---|---|---|---|
| Miami, FL | $2,800-$3,500 | $3,800-$4,700 | 10-14 days |
| New York, NY | $3,700-$4,500 | $4,900-$6,100 | 14-18 days |
| Los Angeles, CA | $4,100-$5,200 | $5,400-$6,800 | 16-22 days |
| Toronto, Canada | $4,800-$5,900 | $6,100-$7,500 | 20-26 days |
| London, UK | $5,300-$6,500 | $6,800-$8,300 | 22-30 days |
Additional mandatory costs:
- Port handling fees: $400-$700
- Customs processing: $200-$350
- Terminal handling charges: $250-$400
- Documentation fees: $150-$250
- Customs broker fees: $300-$700
Insurance considerations: Most shipping companies offer insurance at 2-3% of the declared value. While optional, insurance provides crucial protection against damage, loss, or theft. Standard coverage excludes certain valuables like jewelry and artwork, which require separate riders.
Budgeting for Additional Expenses Beyond Base Rates
Several expenses often catch expats by surprise:
- Storage costs during customs clearance: Containers typically require 7-14 days for clearance but can extend to 30+ days with documentation issues. Storage fees range from $75-$150 per day after the free period (usually 5-7 days).
- Local transportation: Delivery from port to your Costa Rican home costs $400-$1,200 depending on distance and accessibility.
- Labor costs: Professional loading/unloading services range from $200-$500 depending on volume and complexity.
- Currency exchange considerations: Most shipping services require payment in USD, but some local fees must be paid in colones. Factor in currency exchange fees and fluctuations when budgeting.
- Unexpected customs inspections: Physical inspections occur in approximately 20% of shipments, adding $200-$400 in handling and processing fees.
Key takeaway: Add at least 35-40% to your base shipping quote when budgeting for your move to account for these additional expenses.
Money-Saving Strategies That Actually Work
Implement these practical strategies to reduce your shipping costs:
- Time your shipment strategically: Avoid peak moving seasons (May-August and December-January) when rates typically increase 10-15%.
- Consolidate smaller shipments: If moving less than a container load, use consolidation services that combine your shipment with others heading to Costa Rica.
- Buy vs. ship calculation: For items with high duties or readily available in Costa Rica, compare the total cost of shipping and duties against local purchase prices. Costa Rica has excellent options for furniture, appliances, and electronics in most urban areas.
- Consider temporary housing solutions: Rent a furnished place initially while determining exactly what you need, then ship only essential items.
Pro Tip: Many clients save significantly by shipping only unique, sentimental, or specialty items that are difficult to replace. The savings on duties and shipping often outweigh the cost of buying new items locally, especially for furniture and appliances.
Step-by-Step Process for Trouble-Free Shipping
Planning Your Shipment Timeline (3-6 Months Before Moving)
A successful move to Costa Rica begins with proper planning:
Six months before departure you can start researching and contacting multiple shipping companies for quotes, begin residency application process if planning to use the household goods exemption, and create preliminary inventory of items to ship versus sell/donate/store. You should also research import restrictions for specific items you plan to bring.
Four months before departure, select a shipping company and schedule tentative dates, begin detailed inventory documentation with photos of valuable items, research insurance options and coverage needs and coordinate shipping timeline with housing arrangements in Costa Rica.
Two to three months before departure you can finalize packing strategy (DIY or professional), confirm all documentation requirements with shipping company, schedule pickup/drop-off dates.
One month before departure it’s time to complete detailed inventory lists with values and descriptions (in both English and Spanish). You should arrange for a customs broker in Costa Rica, confirm all shipping insurance details and begin packing non-essential items.
Key takeaway: The earlier you start planning, the more options and potential savings become available. Last-minute arrangements typically cost 15-30% more and offer fewer service options.
Packing Strategies to Prevent Damage and Customs Delays
Proper packing protects your belongings and facilitates faster customs clearance:
Climate considerations: Costa Rica’s humidity (70-90% in many regions) can damage electronics, wooden furniture, books, and photography. Use moisture-resistant packing materials and consider vacuum-sealing sensitive items.
Labeling requirements:
- Every box must have a visible number corresponding to your inventory list
- Labels should be in both English and Spanish
- Include basic contents description on each box
- Mark fragile items clearly in red
Professional vs. DIY packing considerations:
- Professional packing costs $800-$2,500 depending on household size
- Many shipping companies require professional packing for insurance validity
- DIY packing requires high-quality materials and proper techniques to prevent damage
Arrival and Customs Clearance Process
Understanding what happens when your shipment reaches Costa Rica helps manage expectations:
Shipment arrival procedure:
- Vessel arrives at port (Limón/Moín on Caribbean or Caldera on Pacific)
- Shipping company files arrival notice with customs
- Customs assigns inspection level (document review only or physical inspection)
- Your broker submits complete documentation package
- Duties assessment and payment (if applicable)
- Release authorization
- Transportation to final destination
Estimated timeframes for each stage:
- Document processing: 3-5 business days
- Physical inspection (if required): 1-2 additional days
- Duty payment processing: 1-2 business days
- Release and delivery scheduling: 1-3 business days
Personal presence requirements: You generally don’t need to be physically present at the port, as your customs broker will act as your representative with proper power of attorney. You should be available by phone during the clearance process, and for final delivery either you or an authorized representative must be present.
Expert tip: Maintain daily contact with your customs broker during clearance. Quick responses to documentation requests can shave days off the process.
Expert-Recommended Shipping Companies for Expats
Top-Rated International Movers with Costa Rica Experience
Based on expat reviews and success rates, these companies consistently provide reliable service to Costa Rica:
| Company | Specializes In | Price Range | Notable Features |
|---|---|---|---|
| International Van Lines | Full-service moves | $$$ | Door-to-door service, excellent tracking |
| Allied International | Large household moves | $$$$ | Global network, storage options |
| UPakWeShip | Smaller shipments | $$ | Budget-friendly, transparent pricing |
| Latin American Cargo | Costa Rica specialists | $$$ | Local expertise, bilingual staff |
| Air & Sea International | Mixed air/sea shipments | $$$$ | Expedited options, high-value item expertise |
John Martinez, who relocated from Houston to Santa Teresa in 2023, recommends: “We chose Latin American Cargo specifically for their Costa Rica expertise. Their customs broker knew exactly how to classify our items to minimize duties, and they handled a last-minute inspection request that could have delayed delivery by weeks.”
Finding and Working with Reliable Customs Brokers
A competent customs broker often makes the difference between a smooth process and weeks of delays:
Verification criteria for selecting brokers:
- Licensed with the Cámara de Agentes de Aduana de Costa Rica
- Minimum 5 years of experience with personal effects shipments
- Experience working with expats specifically
- Bilingual capabilities (English/Spanish)
- Transparent fee structure
Typical fee structures:
- Flat fee: $300-$700 depending on shipment size
- Percentage-based: 1-2% of shipment value (with minimum fee)
- Additional fees for special handling or after-hours processing
Real Expat Experiences and Recommendations
Insights from expats who successfully navigated the shipping process:
What worked well:
- “Having our broker pre-review our inventory list before shipping saved us from potential classification issues.” – Michael T., moved from Boston to Escazu
- We created a spreadsheet tracking every single item with descriptions in both languages, making customs clearance remarkably smooth.” – Jennifer L., moved from Vancouver to Nosara
- Shipping only items with sentimental value or that were significantly more expensive in Costa Rica saved us thousands in shipping costs and duties.” – Robert S., moved from London to Manuel Antonio
Common challenges and solutions:
- “Our shipment was selected for physical inspection, adding a week to the timeline. Having a broker with customs relationships helped expedite the process once inspection was complete.” – David and Maria C., moved from Miami to Grecia
- “Initial documentation was rejected for being too vague. We had to quickly provide detailed descriptions and proof of value for several items.” – Thomas B., moved from Chicago to San José
Key takeaway: Working with professionals who specialize in Costa Rica relocations typically costs more upfront but saves significantly on overall expenses and reduces stress.
What Not to Ship: Prohibited and Restricted Items
Absolute Prohibited Items That Will Be Seized
Costa Rica strictly prohibits importing certain items, which will be confiscated without compensation if discovered:
Completely prohibited items include counterfeit merchandise, certain pesticides and chemicals, wild animal products (ivory, certain shells, etc.), certain plant species and seeds, and firearms and ammunition without proper permits.
Restricted medications: Prescription medications exceeding a 3-month supply, narcotics and controlled substances, and injectables of any kind.
High-Duty Items That May Not Be Worth Shipping
Some items incur such high duties that purchasing them in Costa Rica often proves more economical:
| Item Category | Typical Duty Rate | Buy Locally? |
|---|---|---|
| New electronics | 35-50% | Yes, for standard items |
| New furniture | 30-45% | Yes, quality options available |
| New appliances | 35-50% | Yes, major brands available |
| Vehicles < 5 years old | 52-80% | Usually yes |
| Luxury goods | 50-75% | Case-by-case analysis needed |
Vehicles deserve special consideration: Costa Rica’s vehicle import taxes make shipping most vehicles economically impractical. A $30,000 vehicle can easily incur $15,000-$24,000 in import taxes depending on age, engine size, and emissions.
William Cooper, who shipped his household to Heredia, shares: “We debated shipping our 3-year-old refrigerator but found we could buy a new, energy-efficient model locally for less than the shipping and duty costs. Plus, it came with a local warranty.”
Pet relocation:
- Pets require health certificates issued within 14 days of arrival
- Rabies vaccinations must be administered at least 30 days before but not more than 12 months prior to arrival
- Microchipping is strongly recommended
- SENASA requires advance notification for animal imports
