A complete guide to creating an air waybill for international shipping

When shipping goods overseas, one document can make all the difference in how smoothly your parcel crosses borders: the air waybill (AWB). This key part of your international shipping documentation ensures that your shipment is recorded, tracked, and cleared through customs correctly. It also helps you avoid unnecessary delays, misplaced packages, or additional costs.

In this guide, we’ll explain what an air waybill is, how to create one, and why it’s crucial for international shipping. Whether you’re new to global logistics or looking to streamline your process, these practical tips will help you navigate your waybill process efficiently.

The air waybill: Your shipment’s passport to the world

An air waybill, sometimes called an International waybill, is a document issued by your carrier that travels with your shipment. It contains crucial information like:

• The sender’s and recipient’s names and addresses
• A description and value of the goods
• Who pays for duties and taxes
• A unique waybill number used for air waybill tracking

Think of it as your shipment’s passport, essential for crossing international borders. Just like a passport helps travelers move through immigration, an air waybill tells customs officials everything they need to know to inspect and clear your goods quickly.

When you ship with DHL Express, your DHL waybill connects directly to our global logistics network, enabling real-time air waybill tracking through your waybill number. You and your customers can follow every step of your shipment’s journey for faster clearance, fewer delays, and greater peace of mind.

Why your waybill is so important: Beyond just a label

The waybill is far more than just a shipping label, it serves several key roles that help ensure your shipment moves smoothly from origin to destination:

• A contract between the shipper and the carrier, stipulating the shipment of goods from the point of origin to the point of destination.
• Evidence that a shipment has been delivered to the recipient in good condition.
• An invoice for carrier services.

Even minor errors in your air waybill label can cause customs delays or misrouting. Always double-check your details for accurate and seamless delivery.

Creating your waybill: A checklist of key information

An accurate waybill ensures smooth customs clearance and timely delivery. Here’s a quick checklist of what to include:

• Names and addresses of both the shipper and the recipient
• Carrier details (e.g., DHL Express)
• Description and value of the goods
• Quantity, weight, and size of the packaged items
• Departure and destination airports
• Special handling instructions, such as “Fragile” or “Dangerous Goods”
• Terms and conditions of the transportation agreement
• Duties & Taxes responsibility:
  • DTP (Duties & Taxes Paid): The shipper pays all fees
  • DTU (Duties & Taxes Unpaid): The recipient pays upon delivery
    
    

If you’re wondering how to create a waybill online, DHL’s MyDHL+ platform makes it effortless. Many fields are auto-filled based on your account details, reducing manual entry and human error. In just a few clicks, you can generate your DHL waybill, book shipments, and print your air waybill label for overseas delivery.

Expert tips to avoid common waybill mistakes

Mistakes on a waybill can cause delays or holds on your parcel overseas, so accuracy is vital to keep shipments moving smoothly. Here are some tips to help you avoid common errors and keep your shipment on track:

• Enter all information carefully: Customs will cross-check your waybill with other documents like the Commercial Invoice. Any inconsistencies can trigger inspections or delays so accuracy is key.
• Write legibly: If filling in any fields manually, ensure legibility to avoid misinterpretation.
• Secure the air waybill label securely to the top of the box: This makes it easy for customs and couriers to scan and process your shipment during its journey.
• Keep the barcode visible: Avoid covering it with tape, documents, or other labels.
• Place a copy of the waybill inside the package: If the external label is damaged or removed, this backup helps the carrier identify and route your shipment correctly.
  
  

When using MyDHL+, our system automatically detects missing or inconsistent details before you print your DHL air waybill, helping prevent errors before they happen.

Who is responsible for the waybill?

The responsibility for filling out a waybill is that of the sender of the shipment.

A waybill can be generated using DHL's international shipping tool, MyDHL+, when you book a shipment online. You will be required to enter details about the shipment (including the recipient’s information), so have them on hand. Once you've provided all required details, the waybill will be issued.

Additional documents needed for customs clearance

Mastering international shipping paperwork involves more than just the waybill. To ensure your goods successfully clear customs and reach their destination, you will need the following documents:

• Commercial Invoice: Outlines the value and purpose of the goods
• Bill of Lading: Acts as a receipt and contract for ocean freight shipments
• Certificate of Origin: Verifies the country where the goods were manufactured
• Import/export licenses: Required for regulated or restricted goods

All of these documents work together to provide customs authorities with a clear and consistent picture of your shipment. That’s why it’s critical that the details on your waybill, Commercial Invoice, and other paperwork match exactly. Any discrepancies can lead to delays, inspections, or fines.

At DHL, we make customs clearance simpler with expert support and easy-to-use digital tools that help you prepare and manage all the required documents. With our Paperless Trade service, you can submit forms electronically to customs, reducing errors and expediting the entire clearance process.

Your Partner for Effortless Documentation: MyDHL+

Shipping internationally? MyDHL+ is an all-in-one platform where you can book, manage, and track shipments in one place. Get instant quotes, schedule pickups, generate documents, and print an air waybill label from a single dashboard.

Beyond waybill creation, MyDHL+ simplifies the entire international shipping documentation process. It ensures every shipment is properly prepared for customs, compliant with destination regulations, and easy to track in real time.

As international shipping experts, DHL Express provides end-to-end guidance through every stage of customs clearance, including preparing and managing the required paperwork, so your goods reach their destination smoothly and on time.

Ready to simplify your international shipping documentation?

Don’t let paperwork slow you down. Open a DHL Express account today and gain access to MyDHL+, your all-in-one platform for effortless international shipping.