Sending international express involves multiple steps, including cross-border transportation, customs supervision, and end-to-end logistics. Any overlooked detail can lead to delays, increased costs, cargo detention, or even confiscation. Therefore, before shipping, comprehensive planning is essential, encompassing four key aspects: cargo compliance, document preparation, channel selection, and risk management.
In this article, Weefreight will share key considerations covering the entire process, breaking it down from “before shipping” to “during shipping” to “after shipping,” addressing both individual and cross-border e-commerce needs.
- Pre-shipping: Core Preparation—Determines 90% of Shipping Smoothness
Pre-shipping preparation is key to mitigating risks, focusing on three key issues: “Can the goods be shipped?” “Is the document correct?” and “Has the channel been selected correctly?”
- Clarify the nature of the goods: First, understand what can and cannot be sent.
International express delivery has much higher “compliance” requirements for goods than domestic express delivery. The first step is to confirm whether the goods comply with exporting country bans, importing country restrictions, and courier company regulations to avoid “sending in vain.”
Absolutely prohibited items (100% prohibited): Goods that violate international transportation regulations will be rejected by all courier channels, and sending them may expose you to legal risks:
Dangerous goods: Explosives (such as dynamite), compressed gases (such as lighter gas), flammable liquids (such as alcohol), corrosive substances (such as sulfuric acid), radioactive materials, etc.
Prohibited items: Narcotics, firearms and ammunition, controlled knives, counterfeit currency, obscene materials, endangered plants and animals, and their products (such as ivory and bird’s nests);
Specially controlled items: Tobacco products (banned in some countries, such as Australia), e-cigarettes (banned in most countries, including e-liquids), and counterfeit branded goods (unauthorized Louis Vuitton, Nike, etc., suspected of copyright infringement).
Sensitive goods (must go through dedicated channels, cannot be sent as general cargo): Goods that are not prohibited but require special compliance handling and are prone to customs detention if declared as general cargo:
Electrical/magnetic items: Mobile phones, laptops, Bluetooth headsets (containing lithium batteries), speakers (with magnets) – Battery registration documents (such as UN38.3 reports) are required, and use the “electrical/magnetic channel”;
Liquid/powder items: Ordinary cosmetics (such as lotions, lipsticks), food (such as tea, snacks) – Confirm whether the importing country permits (such as the EU requires CE certification for cosmetics) and use the “sensitive goods channel”;
Pharmaceuticals: Over-the-counter medications (such as cold medicines) must be in small quantities and marked “personal use”. Prescription medications must be provided with a doctor’s prescription (most countries have restrictions, so it is recommended not to send them).
General cargo (no restrictions, can be sent normally): Ordinary goods without batteries, liquids, non-branded goods, and non-regulated goods, such as clothing, household items, plastic toys, etc., can go through any standard channels and have the lowest customs clearance risk.
- Complete Declaration Materials: “Accurate Information = Smooth Customs Clearance”
The core of customs review is the “declaration materials.” Errors and omissions in these materials are the primary cause of customs clearance delays, so they must be complete, accurate, and consistent.
Core Information: A Commercial Invoice (CIF) is required for both personal and commercial shipments (some low-value personal items can be simplified to a “Proforma Invoice”). It must include six key pieces of information, none of which are missing:
Shipper/Receiver Information: Name, Address, Phone Number, and Email Address (Addresses must be accurate down to the street number, and the phone number must be reachable; otherwise, customs clearance will be difficult to contact);
Goods Name: Clear and specific (e.g., “cotton T-shirts” instead of “clothing,” “Bluetooth headphones” instead of “electronic products”);
Quantity and Weight: Consistent with the actual goods (e.g., 10 T-shirts, total weight 2kg);
Declared Value: Declare the “actual value of the goods” (do not understate, such as reporting a 100 yuan phone value as 100 yuan, which could be considered “tax evasion” and result in customs detention; do not overstate, otherwise, you will be subject to additional customs duties);
Place of Origin: Indicate “Made in China” (one of the criteria used by customs to determine the tariff rate);
HS Code: The corresponding International Commodity Classification Code (ISC) for the goods (this can be obtained from your freight forwarder, e.g., the HS code for a cotton T-shirt is “6205200000”).
Supporting Documents (Required for Sensitive/High-Value Goods):
Certification Documents: UN38.3 report for electrical products, CE certification for EU goods, FDA certification for US food;
Authorization Documents: For branded goods, a letter of authorization from the brand is required (to avoid infringement complaints);
Contract/Payment Proof: For high-value goods (>$10,000 USD), a purchase contract or payment screenshot is required to prove the authenticity of the value.
Taboo: Information must not be “inconsistent.” The “product name, weight, and value” on the express bill of lading, commercial invoice, and packing list (if any) must be completely consistent (e.g., “5kg” on the bill of lading cannot be “4kg” on the invoice). Otherwise, customs will consider the declaration suspicious and trigger an inspection.
- Choose the Right Channel: Balancing Timeliness, Cost, and Risk
Timeliness, pricing, and customs clearance capabilities vary significantly between different channels. You need to choose the right one based on the type of goods, timeliness requirements, and destination to avoid wasted money or delays.
Choose based on timeliness priority:
Urgent shipments (3-7 days delivery): Choose the “Priority Channel” of a commercial express delivery service (DHL, FedEx, UPS), such as DHL Express Worldwide. This is suitable for high-value, urgently needed shipments (such as samples and urgent replenishment), but it comes at a higher price.
Regular shipments (7-15 days delivery): Choose a cross-border dedicated line for high cost-effectiveness, support for sensitive goods, and suitable for regular cross-border e-commerce orders.
Economy (15-30 days delivery): Choose postal channels (EMS, Postal Express Large Parcel Service). They offer lower prices and wider coverage (no surcharge for remote areas), but slower delivery times, making them suitable for small, lightweight shipments with low timeliness requirements.
Choose by cargo type:
General cargo: Any channel is acceptable, but prioritize cost-effective dedicated shipping lines;
Electrical goods/cosmetics: Choose the “Sensitive Goods Dedicated Channel” (such as the freight forwarder’s “Electrical Goods Tax-Inclusive Channel”) and avoid using commercial express delivery channels for general cargo;
Large cargo (>30kg): Choose the commercial express delivery “Heavy Cargo Channel” (charged by kilogram, no initial weight) or “Air Freight + Delivery,” which is 30% cheaper than regular express delivery.
Avoidance Tip: Don’t trust “low-price channels”—some small freight forwarders use “low quotes” to attract customers, but actually ship by understating the value or misrepresenting the product category. If the goods are detained, they cannot be held responsible, and the sender will ultimately bear the loss.
- Packaging and Weight: The Dual Objectives of “Safety + Savings”
Packaging not only affects cargo safety but is also directly related to “dimensional weight” (the core calculation basis for freight rates). It is important to balance “protectiveness” and “economic efficiency.”
Packaging principles: Safety first, avoid overpacking.
Fragile items (such as glass): Wrap with 3-5 layers of bubble wrap, then fill with foam blocks to fill gaps. Use thickened corrugated cardboard (marked “Fragile”).
Bulk goods (such as down jackets): Use vacuum compression bags to reduce volume (reducing dimensional weight and saving freight).
Large items: Use wooden frames/boxes for reinforcement (to prevent deformation during transport), but be sure to confirm whether the destination accepts “original wood packaging” (some countries require a fumigation certificate; otherwise, customs clearance will be withheld).
Weight and dimensions: Calculate the “chargeable weight” in advance. International express delivery is charged based on the greater of the actual weight and the dimensional weight (dimensional weight = length × width × height in cm divided by 5000 or 6000 cm, with different coefficients depending on the channel). Be sure to measure the dimensions and calculate the chargeable weight before shipping to avoid “shipping costs exceeding budget.” Example: A 1kg down jacket, measuring 80×60×50cm, has a volumetric weight = 80×60×50 ÷ 5000 = 48kg. Therefore, it should be charged as 48kg, resulting in a significantly higher shipping fee than the actual weight. Therefore, compression packaging is essential!
II. Shipping: Key Operations – Avoiding Human Error
Details during the shipping process can directly lead to subsequent issues. Pay special attention to information confirmation, fee agreement, and cargo delivery.
- Confirm all details with the service provider to avoid verbal promises.
Clarify the cost structure: Ask whether the quote includes “basic freight, fuel surcharge, and customs clearance fees,” and whether “remoteness fees” and storage fees may apply (check in advance to see if the delivery address is in a remote area) to avoid “surcharges” later.
Confirm the delivery channel and delivery time: Specify whether it is “commercial express or dedicated line,” “delivery time,” and “whether it is insured.” Request written notification from the service provider (e.g., chat logs or quotation sheets).
Describe the cargo: Proactively disclose whether the cargo contains electrical components, liquids, or branded goods to avoid the service provider mistakenly declaring it as general cargo.
- Insurance: Essential Protection for High-Value Shipments
Insurance Coverage: Goods valued at over US$500 (or RMB 3,000). Insurance is recommended for items such as cell phones, computers, and luxury goods to avoid receiving only the “basic compensation rate” (usually US$20/kg) if lost.
Insurance Rules: The insurance fee is 0.3%-0.8% of the declared value (e.g., for a US$10,000 shipment, the insurance fee is approximately US$30-80). Proof of the cargo’s value (such as a purchase invoice) is required for claims.
Note: If prohibited or sensitive goods are lost due to misdeclaration, no claim will be made, even if insured.
- Goods Handover: Verify in Person and Keep Receipts
Weigh and Measure in Person: Verify the actual weight and volume of the goods with the courier/freight forwarder to confirm the billed weight is correct.
Retain Documents: Keep the “waybill bottom copy,” “quotation,” and “invoice copy.” The waybill number is the only proof for subsequent logistics tracking.
Photography for Evidence: Take photos of the goods packaging and contents (especially high-value goods) for archiving. This can be used as evidence for claims in the event of damage or loss.
III. Post-Shipping: Tracking and Response – “Proactive Risk Management”
After shipping, everything isn’t over. Real-time tracking of logistics status is essential, and any issues must be addressed promptly to avoid further delays.
- Real-time Logistics Tracking: Focus on the “Customs Clearance” Stage
Tracking Channels: Enter the waybill number through the courier’s official website (such as DHL), freight forwarder’s system, or logistics tracking app (such as 17Track) to view the logistics track.
Key Milestones:
“Export Customs Clearance Completed”: Indicates that the goods have left China and entered the international transportation stage.
“Arrived at destination, customs clearance in progress”: Pay close attention (normally 1-3 days; if it exceeds 3 days, investigate the reason).
“Additional customs clearance information required” “Awaiting recipient’s cooperation”: Process within 12 hours (contact the service provider or recipient); otherwise, the shipment will be delayed.
- Exception Handling: “Early Detection, Early Resolution”
Customs Clearance Delays: Immediately contact the service provider to inquire about the cause (missing documentation, inspection, recipient’s non-cooperation, etc.), provide the required documentation, or urge the recipient to proceed.
Damaged/Lost Parcels: Inspect the packaging before signing for delivery. If damaged, take photos immediately. Refuse to sign and contact the service provider to file a claim (requires providing the waybill, photos, and proof of value).
Returns: If shipments are returned due to “embargo” or “incomplete documentation,” the return shipping fee (usually 1.5 times the outbound freight) must be paid promptly. Otherwise, the shipment may be destroyed.
- Reminders: Cooperate with the final delivery process
Keep your phone/email accessible: Customs/couriers may contact you during customs clearance or delivery.
Sign for delivery promptly: Sign for delivery as soon as possible upon arrival to avoid delays at the final delivery point and incurring storage fees (usually 3-5 days of free storage).
Duty Payment: If “Duty to Delivery” is selected, remind the recipient to pay customs duties promptly (payable online through the courier’s official website); otherwise, delivery will not be possible.
IV. Special Considerations for Special Scenarios (Individual vs. Cross-Border E-Commerce)
- Personal Shipments (e.g., Gifts, Purchasing on Behalf of Others)
Marking “Personal Effects” and specifying “Non-Commercial Use” on your shipment declaration can reduce customs clearance risks.
Avoid bulk shipments: Multiple shipments of personal items to the same recipient within a short period of time may be classified as “commercial goods” by customs, requiring additional tax.
Food/Medicine: Send only a small amount for personal use (e.g., 1-2 boxes of cold medicine) and mark “For Personal Use” to avoid bulk shipments (which may be subject to confiscation).
- Cross-border e-commerce shipments (e.g., platform sellers)
Tax Compliance: IOSS declarations are required in the EU, and an EIN is required in the US to avoid customs deductions due to “tax omissions”;
Inventory and Channel Alignment: Stock up in advance for peak season through “sea freight + overseas warehouses” to avoid relying on high-cost express delivery during peak season;
After-Sales Service: Overseas warehouse shipments must include a “local return and exchange” channel to enhance the customer experience (returns and exchanges for in-house shipments are costly).
If you have any international logistics service needs, please contact us by clicking the floating chat icon in the lower right corner or using other contact information in the lower right corner of the page!
