(This article originally appeared in Law Journal Newsletters, here)

 

The global landscape for taxes and tariffs is rapidly changing, driven by new trade policies, international agreements, and fluctuating tariffs. As governments adjust their regulations in response to shifting political and economic dynamics, law firms must stay vigilant to avoid disruptions.

 

As of Q2 2025, customs enforcement has tightened in multiple jurisdictions, and changes to low-value shipment exemptions now require law firms to file additional paperwork for items previously considered low-risk. In fact, according to the World Bank, administrative and border compliance times for international shipments increased by 12% globally in Q1 2025 compared to the previous quarter and this is expected to continue.

 

For law firms, the global shipping of servers and IT hardware is not just a logistical task—it’s a critical component of operational continuity and client service. These high-value assets must be shipped securely and efficiently, requiring specialized handling, chain-of-custody documentation, and strict compliance with international shipping regulations.

 

Delays, damage, or miscommunication can disrupt legal workflows, especially in remote or hybrid environments. To mitigate risks and manage costs, firms often rely on experienced logistics partners who provide end-to-end support, from customs coordination to real-time tracking. Clear communication and contingency planning further ensure that IT assets reach their destination on time and in optimal condition.

 

Mailrooms, which manage and facilitate the flow of goods to clients, are therefore, increasingly under pressure to navigate these hurdles efficiently. A single oversight in documentation could delay sensitive shipments, compromise remote attorney onboarding, or interrupt court deadlines reliant on secure data transfer and IT setup.  Here’s more detail on the evolving complexity and some key solutions.

 

The Evolving Complexity of Taxes and Tariffs

 

IT packages, such as specialized equipment, software, or technology, often face heightened scrutiny from customs authorities. Tariffs and taxes on high-tech goods fluctuate regularly, meaning that even small errors in paperwork or failure to comply with specific customs procedures can lead to significant delays. Changes in duty rates, trade restrictions, or classification codes for goods make it difficult for mailrooms to stay updated on the latest requirements.

 

Even previously routine shipments are now at greater risk of being delayed or held for inspection, particularly if customs paperwork is not fully aligned with the latest classification codes and regulations. For organizations that regularly send valuable IT packages and other shipments to international clients, the complexities of changing customs processes can lead to significant delays, unexpected fines, and other logistical headaches. Even shipments under $800 in value—which once bypassed detailed review—may now require full declarations and proper duty assessments.

 

According to the World Bank, customs delays and regulatory inefficiencies cost global businesses billions annually. In law firms, where sensitive client data and operational uptime are critical, even minor delays in IT equipment delivery can disrupt workflows, delay case preparation, and ultimately impact client satisfaction.

 

Strategic Implications of Mailroom Inefficiencies

 

Mailroom inefficiencies in managing global logistics are no longer just operational concerns; they represent strategic risks. Consider the impact of a delayed server shipment: beyond immediate financial costs, the delay could jeopardize client confidentiality, interrupt critical legal workflows, and harm the firm’s reputation. With clients demanding faster turnaround times and heightened data security, law firms must ensure that their mailroom operations align with these expectations.

 

In addition, the rise of remote work and hybrid office environments has increased the volume and complexity of IT shipments. Firms are now routinely shipping equipment to distributed teams and satellite offices around the globe, increasing the pressure on mailrooms to get logistics right the first time.

 

A frequent challenge for law firm mailrooms involves high-value IT packages being held at customs due to misclassification of goods or incomplete or incorrect documentation. These delays can result in significant time and financial costs. For instance, if a U.S.-based firm ships a server to a European office, unfamiliarity with the specific tariff codes or documentation requirements can cause the shipment to be held. In some cases, customs authorities may impose fines if procedures aren’t followed or tariffs aren’t paid on time.

 

Case in point: a technology company shipped high-end computers to a client in India, only for the shipment to be delayed by weeks due to incorrect tariff codes. The company faced fines and reputational damage, underscoring the importance of meticulous compliance.

 

The Need for Trusted Partners

 

Given the increasing complexity of taxes, tariffs, and customs processes, law firms need to work with experts who can navigate these challenges. Partnering with a skilled customs broker ensures compliance with local regulations, accurate classification, timely documentation, and smooth shipment clearance. In some cases, outsourcing the entire mailroom function to a third-party logistics provider can offer even more value, leveraging established global networks and expertise.

 

Outsourced mailroom providers not only handle logistics but also bring strategic insights, helping firms anticipate regulatory changes, manage risk, and optimize shipping costs. These partnerships free law firms to focus on client service and legal excellence. To assess your firm’s mailroom effectiveness, here is a mailroom readiness checklist:

 

  • Are shipments accurately classified with up-to-date tariff codes?
  • Do staff have access to the latest customs regulations for each destination country?
  • Is there a process for real-time shipment tracking and issue escalation?
  • Are contingency plans in place for shipping disruptions or delays?
  • Have you partnered with a reputable customs broker or outsourcing provider?

 

What’s Next: Future-Proofing Mailroom Operations

 

As global shipping and international trade grow in complexity, firms must proactively address customs and tariff compliance. Forward-thinking law firms are building capabilities and relationships to stay ahead of regulatory change while maintaining operational efficiency.

 

The key takeaway: navigating taxes, tariffs, and regulations is daunting but manageable with the right support. Strategic partnerships with experts ensure that shipments move smoothly, clients remain satisfied, and law firms maintain their competitive edge.

 

 

About Anthony Davies

Anthony Davies serves as the Chief Revenue Officer (CRO) for Forrest Solutions, the nation’s leading onsite outsourcing and staffing solutions provider with over 48 years of demonstrated leadership providing enterprise-wide people solutions.