Sending an international package for the first time may seem complicated, but by prioritizing the key steps—item preparation, information verification, compliance checks, and logistics selection—you can avoid most mistakes.
In this article, Weefreight will provide a detailed overview, hoping it will be helpful.
- First, Clarify What You’re Sending: Compliance is a Prerequisite
International express delivery has strict restrictions on what can be sent (rules vary slightly between countries and courier companies, but the core prohibitions remain the same). The first step is to confirm that your package complies with regulations. Failure to do so could result in customs detention, return, or even fines.
- First, eliminate prohibited items that “absolutely cannot be sent.”
These items, regardless of the country or courier, are considered “red lines” and will be rejected or detained:
Dangerous goods: Lithium batteries (need to be confirmed separately, detailed below), lighters, alcohol (disinfectants containing high-concentration alcohol), fireworks, knives (blades longer than 15cm), gasoline, and other flammable and explosive/controlled items;
Infringing/illegal items: Counterfeit goods (such as fake LV bags and imitation Apple accessories), pirated books/CDs, ivory and other endangered animal products, narcotics, and controlled substances (such as unauthorized psychotropic substances);
Sensitive items (requiring special handling, not absolutely prohibited): Food (such as beef jerky and mooncakes, most countries require a quarantine certificate), liquids (such as cosmetic toner, which require leak-proof packaging and declaration), medicines (over-the-counter drugs require instructions, prescription drugs require a doctor’s certificate), and magnetic items (such as speakers, which require demagnetization).
Newbie Tip: If you’re unsure about an item, first make a list (including name, material, and purpose) and send it directly to the courier or official customer service for confirmation. Avoid relying on your gut feeling when sending.
II. Organize “Delivery Information”: Accuracy is Key
Incorrect delivery information for international express delivery (e.g., misspelled name, incorrect zip code) can result in a package failing to clear customs, delayed delivery, or even returned. Please confirm the following information with the recipient in advance and fill it out in English or the local official language (some countries, such as Singapore, support Chinese, but English is recommended):
Recipient’s Name: Must match the name on the recipient’s passport/ID card (especially in countries with strict identity verification, such as Europe and Australia). Nicknames are not allowed.
Contact Information: Recipient’s phone number (including country code, e.g., US + 1, UK + 44). An email address is recommended (some couriers will send a delivery notification).
Detailed Address: Must be accurate down to the street, house number, and apartment number. Avoid ambiguity (e.g., “XX Street, Building 3, Room 101” should be “XX Street, Building 3, Room 101”).
Postal Code: Must be accurate (postal codes in European and American countries are linked to delivery areas; a single digit error may result in delivery to another city).
Country/Region: Must be clearly indicated (e.g., “Canada” instead of “North America,” “Singapore” instead of “Southeast Asia”).
Beginner’s guide: Have the recipient write the address directly in English and send it to you. Copy and paste it into the express delivery label or ordering system to avoid manual translation errors. After completing the form, have the recipient verify it.
Third, Item Packaging: Damage-Resistant + Regulatory Compliance, Balancing Practicality and Cost-Effectiveness
International express delivery is a long process (domestic transshipment → air transport → international customs clearance → local delivery). Packaging must not only be resistant to crushing and collisions but also meet “no-illegible packaging” requirements (otherwise, it may be rejected by security).
- Basic Packaging Principles (Adjust by Item Type)
Ordinary small items (such as clothing and stationery): Wrap in bubble wrap and place in a cardboard box (avoid using soft plastic bags, which can be easily squeezed and deformed). Fill the empty spaces in the box with newspaper and foam beads to prevent items from shaking.
Fragile items (such as ceramics and glass): Wrap the item in multiple layers of bubble wrap (at least 3-5 times), then place it in a custom foam box, and finally place it in a cardboard box. Mark the box “Fragile” on the outside.
Electronic products (such as mobile phones and headphones): Try to use the original packaging (if the original packaging has shockproof design). If not, wrap in bubble wrap and add shockproof foam to prevent the battery from separating from the body (sending batteries separately requires additional handling, see below).
Multiple items: Package them separately and then combine them in a large box to prevent damage from friction between different items (for example, pack cosmetics and clothing separately to prevent leakage and contamination).
- Packaging Pitfalls: Avoid These 3 Mistakes
Don’t use old boxes (especially those with old addresses or shipping labels) to prevent scanning errors.
Don’t over-pack (for example, using solid wooden boxes; some countries have fumigation requirements for wooden packaging, which increases costs and customs clearance time).
Don’t use irrelevant stickers on the outside of the box (such as celebrity posters or political/religious images, which may attract customs attention).
Fourth, Prepare “Declaration Materials” in Advance: The Key to Smooth Customs Clearance
When international express delivery passes through customs, customs will determine compliance and taxability based on the “declaration information.” Therefore, the “declaration content” must be truthful and clear. Avoid “under-declaration” (understating the value to evade tax) or “omission” (omitting items).
- Required Declaration Documents
Commercial Invoice: This is the most critical document and must include the following information (couriers usually provide a template, which you can fill in according to):
Sender’s Information (your name, address, and phone number);
Recipient’s Information (same as above, consistent with the shipping label);
Item Details: Each item’s “Name (in English), Quantity, Unit Price, Total Value, and Material” (e.g., “Cotton T-shirt, 2 pieces, $20/piece, Total $40”);
Declared Value: Fill in the actual value of the item (in US dollars or local currency). Don’t understate (e.g., declaring $100 for a $100 item could result in a fine or detention by customs) or overstate (to avoid overpaying customs duties for the recipient);
Purpose: Mark “Personal Use” or “Gift” (some countries have a duty-free limit for gifts, such as the US, for items under $800).
Other Supplementary Documents (Prepare as Required):
If shipping branded goods (e.g., genuine Nike shoes): a “Brand Authorization Letter” (proving they are not counterfeit goods) is required;
If shipping food/medicine: a “Health Quarantine Certificate” and “Ingredients List” are required (some countries, such as Australia and Japan, have stricter inspections);
If shipping lithium batteries (e.g., mobile phones or power banks): a “UN38.3 Certification Report” (proving battery safety, see above) and a “Lithium Battery Transport Certificate” are required. The packaging must also be affixed with a “Lithium Battery Label” (UN38.3 logo + voltage and current information).
For beginners: Ask your courier for a “declaration template” and fill in each item accordingly. For items with uncertain value (e.g., handmade items), refer to the market price of similar products. If shipping a “gift,” indicate “Gift, No Commercial Value” on the invoice, but still indicate the actual value (customs will not recognize “0 value”).
- Choosing a Logistics Channel: Matching by “Time + Budget + Items”
International express delivery channels are categorized as “Commercial Express” (DHL, FedEx, UPS, TNT), “Postal Express” (EMS, small parcels from various countries), and “Specialized Express” (such as Southeast Asia and Europe and the United States). Newbies don’t need to memorize too many options; simply choose based on the following three criteria:
- Consider “Time Requirements”
Urgent shipments (3-7 days): Choose commercial express (DHL is the fastest, 3-5 days to Europe and the United States, 2-4 days to Southeast Asia), but shipping costs are high (approximately 150-200 yuan for 1kg to the US);
Ordinary shipments (7-15 days): Choose a special express (such as “Yanwen Special Line” or “Yuntu Special Line”; approximately 80-120 yuan for 1kg to Europe);
Low-cost shipments (15-30 days): Choose postal EMS or small parcel delivery (such as China Post EMS; approximately 1kg to Australia). 60-90 yuan), suitable for small and light items (≤2kg).
- Consider the “Item Type”
Sensitive items (such as liquid cosmetics and food): Prioritize EMS (strong customs clearance capabilities, low probability of seizure) or dedicated express delivery (some dedicated express delivery lines have “sensitive item channels”);
Large/heavy items (e.g., over 20kg): Choose a commercial express delivery service’s “heavy freight channel” (such as FedEx’s heavy freight rate, which is approximately 30% cheaper than regular channels);
Lithium batteries: Choose DHL or FedEx (which have dedicated “lithium battery shipping channels” and require certification documents to be provided in advance).
- Consider the “Target Country”
European and American routes: DHL (fast delivery), UPS (wide delivery range, even to remote areas);
Southeast Asia routes: Jitu International, LWE (advantageous local delivery, 2-3 day delivery);
Australia/New Zealand routes: TNT (fast customs clearance, suitable for “personal use” items).
Newbie tips: Don’t order directly from the official courier (official prices are usually “retail prices” and are more expensive). Instead, find a reputable “courier agent” (search “international courier agent” online and choose one with a good reputation and qualifications). Agents charge “wholesale prices,” which can be 30%-50% cheaper than official courier prices. Before placing an order, send the agent your “item list + delivery address” and ask them to recommend a delivery channel and provide a quote. Compare 2-3 providers before choosing.
- After Shipping: Track Logistics and Monitor Customs Clearance to Avoid “Passive Waiting”
Shipping a package isn’t the end of the story. You need to track its status, especially during customs clearance (which is most prone to problems):
Checking Logistics: Use your tracking number to check the status on the courier’s official website (such as DHL) or “17Track” (an international logistics tracking platform). Focus on “Has it arrived at the destination country?” and “Has it entered customs clearance?”
Customs Clearance Reminder: If the courier displays “Customs Clearance Delayed” or “Supplemental Documents Required,” don’t panic! Contact the courier or customer service first to inquire about any additional requirements (e.g., missing invoice, requiring the recipient’s ID), and provide them promptly (delays exceeding three days in customs clearance may result in a return).
Delivery Confirmation: If it displays “Delivering,” remind the recipient to keep their phone available (some countries will call before delivery). If the recipient is away, contact the courier to reschedule the delivery (to prevent the package from being lost at the post office).
Finally: Three “small details” most often overlooked by beginners
Keep all documentation: After shipping, save the “face label photo, commercial invoice, and logistics tracking number.” In the event of a package problem (lost or damaged), these will be used as evidence for claims.
Check “destination country tariffs” in advance: Some countries have high tariffs (such as Brazil and India, which may charge over 30%). Have the recipient check local tariff policies in advance, or specify “DDP” (Due Duty Paid by Sender) when declaring your shipment to avoid having the package returned due to the recipient’s refusal to pay the tariff.
Don’t send “too many duplicate items”: For example, sending 10 identical phone cases in the same package may be considered “commercial” (rather than personal use) by customs and will require customs clearance as “goods” (which is more complicated and may require tax). For personal shipments, it’s recommended to limit the number of similar items to no more than five.
Following the above steps, your first international express delivery will generally be “smooth customs clearance and on-time delivery.” If you still find it troublesome, find a reliable courier (let them help you verify information, pack, and declare your shipment). Following their guidance can help you avoid many complications.
If you have any international logistics needs, please contact us by clicking the floating chat icon in the lower right corner or using the other contact options in the lower right corner.
