Expanding your business to international markets can open a world of opportunities, but it also brings its own set of challenges. You’ll have to learn about navigating the complexities of international shipping, like the ins and outs of customs regulations and documentation, in order for your products to arrive safely and on time. But we’re here to help you with that. Keep in mind that specific requirements may vary by carrier and destination, but in general, this guide will outline the key steps to help you successfully ship your products overseas. Let’s get started.
Essential preparations
Before you start the shipping process, make sure you have everything you’ll need. Gather the following information and materials:
- Recipient’s information: Be sure to have the full name and complete international address of the person or business you’re shipping to.
- Inventory list: Prepare a detailed list of the items you’re sending, including their value, which you’ll need for customs documentation.
- Customs form: If you’re filling out forms online, make sure you have access to a printer. Some carriers offer electronic tools to streamline this process.
- Packaging supplies: Have sturdy boxes, padding and tape ready to secure your items.
Step 1: Know the rules for your destination
Start by researching the specific regulations and requirements for the country you’re shipping to. Your preferred parcel carrier may offer this information on their website.
You’ll want to determine the following:
- Prohibited and restricted items: Each country has its own list of items that are not allowed. Make sure your products comply with these regulations and are permitted in the shipping destination.
- Size and weight limits: Different carriers and countries have varying restrictions on package dimensions and weight. Ensure your package meets the necessary criteria.
- Service availability: Not all shipping services are offered for every country. Confirm with your carrier which services are available for your destination.
Tip: Before proceeding, it’s a good idea to check for any current service disruptions that might affect your shipment.
Step 2: Choose the right shipping service
If you haven’t chosen a shipping carrier yet, consider these factors when selecting one:
- Speed of delivery: Determine how quickly you need your package to arrive. Some carriers specialize in expedited shipping options for urgent deliveries.
- Cost: Weigh your budget against the need for speed. Some services may be more economical but take longer to deliver.
- Tracking and insurance: Decide if you need tracking or additional insurance for your shipment, as these options may vary by carrier. And remember that regardless of which carrier you choose, Parcel Insurance Plan is here to help.
Step 3: Pack your items properly
We’ve said it before, and we’ll say it again: effective packing is crucial to protect your items during transit. You can find more detailed guides on proper packing in our blog but for now, here’s the simplified version:
- Use a sturdy box: Make sure there’s enough space for cushioning around the items to prevent damage.
- Labeling: If reusing a box, remove or cover any old labels to avoid confusion. Then apply new labels securely to one of the flat sides of the box.
- Seal securely: Use strong packing tape on all seams to keep the box closed during transit.
Related: Loss prevention: Make sure things go right from the start
Step 4: Address your package correctly
It may seem obvious, but we’ll say it anyway: addressing your package correctly is essential for a timely delivery. And make sure to include the following:
- International format: Write the recipient’s address in the format required by their country. If the address is in another language, include an English translation.
- Return address: Include your return address formatted according to U.S. standards.
Tip: Include a copy of the recipient’s address inside the package in case the external label gets damaged.
Step 5: Calculate and apply postage
To avoid delays, you’ll want to make sure you apply the accurate postage. Consider doing the following:
- Weigh your package: Use a postal or kitchen scale to ensure you’re paying the correct postage. Round up the weight according to the carrier’s guidelines.
- Buy postage online: Many carriers offer online postage calculators and printing options.
Step 6: Complete customs forms
This is a critical step of the process. Here’s what might help:
- Detailed descriptions: List each item, its value and its weight. Providing a thorough description can help avoid delays at customs.
- Electronic forms: Use online tools provided by carriers to generate and print customs forms, which can speed up the process.
Reminder: Certain countries have specific requirements. Check if you need additional forms of documentation.
Step 7: Ship your package
You’ve done it! Now it’s time to send your package:
- Drop off: Depending on your carrier, you may be able to drop off your package at a local post office or schedule a pickup.
- Tracking: Keep the tracking number for your records, allowing you to monitor the package’s progress.
Critical considerations
- Customs and duties: Be aware that duties, taxes and fees may apply. Depending on the agreed terms, either the sender or the receiver will be responsible for these charges.
- Prohibited items: Each country has its own list of prohibited items. Always check the destination country’s regulations to avoid complications.
- Documentation: Missing or inaccurate documentation is a common cause of delays. Ensure all forms are filled out accurately and completely.
Ready, set, ship!
International shipping my seem daunting at first, but with careful preparation and attention to detail, you can navigate the process with ease. Always remember that guidelines and services may vary between carriers and countries, so it’s important to double-check the specific requirements for your shipment. But with the right approach, your packages will reach their destination safely and on time, allowing your business to grow globally and thrive.