Provide the shipper's specific information. In most instances, the originating party serves as the primary point of contact if DHL Express requires further instructions concerning the package.
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: Generate your DHL Express Air Waybill
A key part of international shipping is customs clearance. For a seamless experience, you’ll need to fill out an air waybill (AWB). This is a document issued by a carrier and attached to a shipment. It contains critical identifiers such as the shipper's and consignee's identities, 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, we outline the various fields of the DHL Express AWB and how you can easily set one up in a few minutes!
How to pack an international parcel: these are the four key considerations to ensure your shipment arrives in optimum condition:
1. Assess what you're shipping
Carefully consider the items you are sending and what it will take to protect them in transit.
2. Packaging materials
Select the correct box and packaging materials to protect your items.
3. Sealing
Tape the seams of your package thoroughly and with strong, high-quality tape.
4. Labeling
Ensure you have attached a complete and accurate Air Waybill to your shipment, where it is clearly visible.
The essential overview extracted from your air waybill.
Enter the delivery information for the recipient.
Specify the appropriate billing agency. This refers to an alternate entity located within the same country as the recipient responsible for covering transport duties and taxes. If this field is left blank, the consignee will be held liable.
Comprehensive specifications (in English) of the contents you are shipping, including the quantity, weight, dimensions and total value. This section must be as descriptive as possible as it will be used by customs to determine how the shipment is classified and cleared. Discrepancies can lead to unnecessary delays or, in severe circumstances, confiscation by customs officials.
Define the commercial agreement between the shipper and recipient. Read more about Incoterms here.
State the explicit motivation for shipping; we recommend outlining the intended end purpose of the shipment.
Essential information when completing your invoice
The invoice serves primarily as a supporting document for the value declared on the AWB.
You can generate this document via MyDHL+ or fill in a form.
Submitting an electronic invoice on MyDHL+ is preferred to any paper or digital image invoice the sender can provide.
Make sure your invoice is readily available on the shipment – do not seal the document inside the box.
If you are shipping multiple goods, your invoice should provide a detailed list of each item.
If you are shipping a used or personal belonging, you should still declare the original value of the item, but indicate clearly on your invoice and waybill that the product falls under this category.
It is important to understand that generating your air waybill and shipment invoice is your sole obligation. The information provided in these documents serves as your declaration. DHL Express will assist in guiding you by offering advice and tips – but we are unable to create it on your behalf. Now that you’re familiar with the necessary paperwork for sending an international shipment, you’re almost ready to hand over your shipment to us!
Step 3: Pack your shipment
As an international shipment, your parcels and paperwork move within the DHL Express network, passing through multiple facilities, handlers, vehicles, and aircraft. Properly protecting your cargo minimizes the likelihood of damage, ensuring your recipient obtains the goods in pristine condition.
While DHL Express exerts maximum effort to manage your shipment safely, it is important to remember that the sender holds full responsibility for the quality of the exterior boxing.
Evaluate the nature of your shipments
Consider dangerous and restricted goods
Dangerous Goods and Restricted/Prohibited Commodities are items that require specialist handling due to safety or legal reasons. Items like lithium batteries, perfumes and certain electronics may have specific shipping requirements or restrictions. To check if your goods fall into this category, contact our Restricted Commodities team.
2. Packaging materials
Having assessed your shipment, you now have to decide on the ideal external and internal packaging for your international shipping.
Good quality packaging is critical to protecting your shipment during transportation. DHL Express provides a range of packaging supplies that are tried and tested. However, if you prefer to use your own materials, the following provides some general guidelines. Since this guide is designed for general use across a wide variety of products, we recommend that you also refer to packaging standards within your industry.
Select a suitable box
Choose a preferably new box (old boxes tend to lose rigidity) that can fit the contents of your shipment with about 6cm of excess space. Always use high-quality corrugated cardboard boxes for parcels, and for fragile or heavy items, double-wall or tri-wall boxes are recommended.
Remember, under-filled boxes may collapse, and over-filled boxes can burst. Prevent this by choosing the right sized box for the contents being shipped.
You can take your shipment to a DHL Express Service Point where you will be able to choose packaging. Look out for any manufacturer’s stamp on the box which can tell you about its strength and whether it is suitable packaging for the weight of your shipment.
Choose a box or polybag appropriate for the weight of your shipment
Box specifications
DHL Express polybag specifications
To avoid splits or tears, the tensile (stretch) and seam (seal glue) strength of the DHL Express polybag should meet the recommended standards outlined below.
DHL Express polybags have a minimum elongation (stretch) of 35cm prior to failure and can hold 30% more weight at the seam.
Remarks:
Burst-Test (aka Mullen Test) is the force of pounds per square inch required to rupture or burst the side of a corrugated box. The result indicates the box's ability to withstand external or internal forces, and how the box will contain its contents during rough handling.
Edge-Crush-Test (ECT) measures the stacking strength of corrugated cardboard boxes or fiberboard. Determining a finished box's compression-strength is defined by the amount of force that is needed to crush the cardboard by standing it on its edge.
Seam Strength refers to the load required to break a seam.
Tensile Strength is the maximum stress that a material can withstand while being stretched or pulled before failing or breaking.
Objects with a rigid edge are not suitable for polybags, as they can pierce the plastic.
Basic packing method: internal packaging
Layer the bottom of the box with protective inner packaging material. Bubble wrap, airbags, cardboard and foam peanuts/pellets are the most common. All have different qualities and it is important to use them appropriately.
Here’s a table to help:
Fill the gaps
Place the contents to be shipped on the bed of protection within the box. Ensure your items are placed centrally in the box with at least 6cm of space from any of the external walls and corners.
If shipping multiple items within a single box, ensure each one is wrapped individually and well separated from the others.
Fill any void space with more protective materials until there is no empty space. This will prevent items from moving inside the box during transport.
Box-in-box packing method
The box-in-box method utilizes a second outer box to offer additional protection. It is useful for the transportation of more fragile items or where the inner box will be used for retail purposes.
Both an outer and inner box will need to be prepared.
We recommend using the original manufacturer's packaging as the inner box where possible. Alternatively, the inner box should be packed using the basic packing method outlined above.
The outer box should be at least 14cm larger in all dimensions than the inner box to provide sufficient overpack protection.
We recommend a double wall box, but if using single wall, ensure your box has suitable strength for the weight of its contents.
Place approximately 6cm of void fill in the base of the outer box before centrally placing the inner box inside. Restrict any movement of the inner box by filling the space on all sides before sealing the outer box ready for transportation.
Sustainable packaging
Consider using eco-friendly packaging – your customers will notice! Prioritize biodegradable and recyclable materials.
3. Sealing
Secure all the edges and seams of the box; it is recommended to reinforce the edges as they are most vulnerable to compression during transit.
TIP: If you do not have an account, please do not seal your shipment until the courier has inspected its contents upon pickup.
H-taping
Confirm all seams are closed using the 'H-taping' method.
Place 1 strip of tape along the center seam
Apply 2 strips of tape across both edge seams. Use additional layers of tape for heavier parcels
Repeat the H-taping so that both the box’s top and bottom seams are fully closed
4. Labeling
Want to know how to label a package for international shipping? Here are four key points to remember:
Handling Labels
Any special handling label must be applied by the shipper prior to courier collection. Common labels include:
2. Packaging Materials
After gaining a better understanding of your shipment profile, you must select the ideal external and internal packaging material that will provide maximum security for your shipment.
No boxes? No problem!
Let us know what kind of external packaging you need and we will provide you with boxes.
Every package has different packaging requirements; this guide should not be considered a final solution for all customers.
Step 2: Generate your shipping invoice
Invoice is exclusively necessary for package deliveries—it is not needed when sending paper records. Customs authorities utilize this document to clear your shipment, meaning it must feature precise data that completely matches your actual cargo and the details on your waybill.
Review the specific breakdowns required for your international shipping invoice.
Step 4: Arrange a collection
Your ultimate task before handing over your shipment to DHL Express is scheduling your shipment collection.
This information specifies the main point of contact responsible for the shipment.
Designates the chosen recipient and the destination address.
A valid DHL Express account number to establish who covers the transport fees.
Provide the weight, dimensions, and a clear description of the contents with complete accuracy.
The barcode is scanned throughout the network to provide real-time tracking updates! Make sure this portion of the waybill is not damaged or blocked before handing over your shipment.
Essential information when completing your Air Waybill
Unless the duties & taxes paid (DTP) option is selected, they will be paid by the recipient. If no specific information is indicated, duties & taxes unpaid (DTU) remains the standard selection.
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 display your personal or corporate name, telephone or mobile number, email address and your complete street address including the postal code.
The recipient’s address and details must provide the company or individual’s name – a designated contact person, contact number, email address, as well as the complete destination address including the postal code.
The shipment information will be used for customs clearance to ensure that the details match perfectly with the actual contents and the shipping invoice.
Air waybills carry an expiration date and will be completely void beyond that specified timeframe.
You will be asked to provide a sender/receiver Tax ID for many countries if your shipment is for a sale of goods, so please keep this handy
Your new DHL Express air waybill will be distinguished by a unique 10-digit code known as your AWB number. It serves as the reference for your package in the event that you need to contact us for anything concerning your shipment.
Since you’ve learned how to generate your own waybill, we can proceed to the next stage.
How to arrange a DHL Express collection
As soon as your shipment enter our network, you can immediately initiate shipment tracking. The system will display seamless, real-time package tracking updates, offering complete visibility so you can easily monitor the progress and anticipate the exact delivery timing.
If you need additional support managing your international shipments or want to quote DHL shipment online, do not hesitate to contact our helpful customer support specialists!
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