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Details will be referred to as the main point of contact in-charge of the shipment.
Shipping internationally? Properly preparing your shipment will streamline the customs clearance process and ensure that your product reaches the customer in perfect condition. By understanding the key elements of packing, labeling, and documentation, you can avoid common pitfalls, reduce delays, and maintain a competitive edge in the market.
Step 1: Create your DHL Express Waybill
A key part of international shipping is customs clearance. For a smooth experience, you’ll need to complete a waybill. This is a document issued by a carrier and attached to a shipment. It includes important details like the sender’s and recipient’s name and address, a description of the goods, and who is liable to pay the duties and taxes. It is arguably the most important piece of documentation when shipping internationally.
Below you will see the various fields of the DHL Express waybill, and how you can go about creating one in a few minutes!
Identifies your intended recipient and the destination address.
A valid DHL Express account number to determine who pays for the transport fees.
State the weight, dimensions, and a clear description of the contents should be accurately.
The barcode is scanned throughout the network to give you accurate tracking updates! Make sure this portion of the waybill is not defaced or blocked before handing over your shipment.
Useful information when filling in your Waybill
- Unless the duties & taxes paid (DTP) service is selected, they will be borne by the consignee. If nothing is indicated, duties & taxes unpaid (DTU) is the default.
- The weight and dimensions of your shipment that you have declared will be subject to re-weigh and you will be billed accordingly, if applicable.
- The shipper’s address and details should reflect you or your company’s name, telephone or mobile number, email address and your complete mailing address including postal code.
- The receiver’s address and details must include the company or individual’s name – a valid contact person, contact number, email address, as well as complete mailing address including postal code.
- The shipment information will be used for customs clearance to ensure that the details tally with the actual contents and the shipping invoice.
- Waybills have an expiration date and will be invalid beyond that.
- You will be prompted to provide a sender/receiver Tax ID for many countries if your shipment is for a sale of goods, please have this handy.
Your new DHL Express waybill will be identified by a unique 10-digit code known as your waybill number. It acts as the reference for your shipment in the event that you need to communicate with us for anything about your shipment.
Now that you’ve learned how to create your own waybill, we can proceed to the next step.
Step 2: Prepare your shipping invoice
Invoices are only required for parcel shipments – they do not apply for shipping documents. The invoice is used for customs clearance and should contain accurate information that corresponds to the contents of the shipment, and what is indicated on the waybill.
Take a closer look at the details required for your international shipping invoice.
Indicate the details of the sender. In most cases, the shipper will be the main point of contact should DHL Express need to contact anyone for instructions.
The summary details from your waybill.
Indicate the details of the receiver.
Indicate the correct billing agency. A different entity from the same country as the recipient that will be paying for the duties and taxes of the shipment. If this field is left blank, the receiver will be accountable.
Details (in English) of the contents you are shipping, the quantity, weight, dimensions and total value. This portion should be as descriptive as possible as it will be used by customs to determine how the shipment is categorised and cleared. Discrepancies might lead to unnecessary delays or, in most drastic situations, confiscation by customs.
Indicate the shipping terms between shipper and receiver. Read more about Incoterms here.
Specify the reason for shipping, it is best to indicate the intended end purpose of the shipment.
Useful information when filling in your invoice
- The invoice is mainly used as a supporting document for the value declared on the waybill.
- You can create an invoice on MyDHL+ or fill in a form.
- Completing an electronic invoice on MyDHL+ is preferred to any paper/image invoice the shipper can provide.
- Make sure your invoice accessible on the shipment – do not seal the invoice within the box.
- If you are shipping multiple items, your invoice should give a breakdown of each item.
- If you are shipping a used or personal item, you should still declare the original dollar value of the item, but indicate clearly on your invoice and waybill that it is a used or personal item.
It is important to understand that the creation of your waybill and shipment invoice is your responsibility. The details of these documents acts as your declaration. DHL Express will assist to guide you by offering advice and tips – but we will not be able to create it on your behalf. Now that you’re orientated to the necessary paperwork for sending an international shipment, you’re almost ready to hand over your shipment to us!
Step 3: Pack your shipment
When shipping internationally, your document or parcel travels within the DHL Express network, transiting through multiple facilities, people, vehicles and airplanes. A well-packed shipment can reduce the risks of damage, ensuring your consignee receives the contents in pristine condition.
While DHL Express does our very best to handle your shipments carefully, it is important to remember that the responsibility of the packaging lies with the shipper.
1. Assess what you are shipping
2. Packaging Materials
After having a better understanding of your shipment profile, you have to decide on the ideal external and internal packaging material that will garner optimal protection for your shipment.
No boxes? No problem!
Let us know what kind of external packaging you need and we will provide you with boxes.
3. Sealing
Tape up all the edges and seams of the box, it is advisable to reinforce the edges as they are most susceptible to compression during transportation.
TIP: If you are a non-account holder, please do not seal your shipment until the courier has inspected its contents upon collection.
H-taping
Ensure all seams are sealed using the 'H-taping' method.
- Apply 1 strip of tape along the center seam
- Apply 2 strips of tape across both edge seams. Apply more strips of tapes for heavier shipments
- Repeat the H-taping so that both box’s top and bottom seams are sealed
4. Labelling
Handling Labels
Every shipment has different packaging requirements, this guide should not be perceived as a final solution for all customers.
Step 4: Arrange a collection
The final step before you entrust your shipment to DHL Express is scheduling your shipment collection.
Once your shipment is within our care, you can go ahead and track your shipment. The information will show real-time updates of your shipment, giving you amply information for an accurate estimate on the delivery timing.
For further assistance, do not hesitate to call our friendly customer service team!
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