The Ultimate Guide to Order Fulfillment with DHL for Small Business Owners

For small business owners in New Zealand, the journey of a product doesn't end at the point of sale. Efficient order fulfillment is the crucial final step that directly impacts customer satisfaction, fosters repeat business, and ensures the smooth continuity of your operations.

This shipping guide will walk you through the essential steps of preparing your DHL shipments for delivery, ensuring that your packages reach their destination on time, every time. Mastering this process is key to streamlining your logistics and building a reputation for dependable service. Let's get started on how to ship a package the right way with DHL.

Get your documents in order

Before your package even begins its journey, a critical aspect of shipment preparation is ensuring your documentation is accurate and complete. It's important to remember that the responsibility for creating these documents, ensuring full compliance with all relevant shipping regulations, rests with you, the shipper. Taking the time to get your documents in order is the very first step towards a smooth and successful delivery.

Prepare your DHL Air Waybill

The DHL Air Waybill (AWB) is a fundamental document for every shipment. Essentially, it acts as a receipt, proving ownership of the package and containing all the essential instructions and information required for its transportation. Understanding what the air waybill is and how to complete it accurately is crucial for a seamless shipping experience.

Useful information when filling in your waybill:

• Unless you specifically choose for duties and taxes to be paid by you (the shipper) upon delivery (DTP), these charges will automatically be the responsibility of your customer (the consignee). If no option is selected, the default setting is that duties and taxes are unpaid (DTU).
• Please ensure the weight and dimensions you declare for your shipment are accurate. DHL may re-weigh and measure your package, and you will be billed based on their findings if there's a discrepancy.
• When providing your (the shipper's) address and details, make sure to include your name or company name, a working telephone or mobile number, your email address, and your full mailing address, including the correct postal code.
• For the receiver's (your customer's) address and details, it's essential to include the company or individual's name, the name of a valid contact person, their contact phone number, email address, and their complete mailing address with the correct postal code.
• The information you provide about the shipment's contents will be used for customs clearance. It's crucial that these details accurately match the actual items inside the package and the information on your shipping invoice.
• Be aware that Air Waybills have a validity period. Ensure you use the waybill before its expiration date.
• For shipments involving the sale of goods to many countries, you will be required to provide a Tax ID for both the sender and the receiver. Have this information readily available when filling out the waybill.

Prepare your shipping invoice

When you're shipping a package internationally, a shipping invoice is a crucial document, particularly for parcels containing goods with commercial value. This invoice serves as a declaration to customs authorities in the destination country, providing essential information about what is in the shipment as well its value. As customs officials use this information to assess any applicable duties and taxes and to facilitate the clearance of your goods, providing an accurate and complete shipping invoice is vital for a smooth and timely delivery.

Useful information when filling in your invoice:

• The primary purpose of the invoice is to substantiate the value you've declared for your shipment on the Air Waybill.
• You have the option to generate an invoice directly within the MyDHL+ platform, or you can use this template to create one.
• Using the electronic invoice feature in MyDHL+ is the preferred method over submitting paper-based or image-based invoices that you might create separately.
• Ensure your invoice is readily available with the shipment; please do not seal it inside the package.
• If your shipment contains more than one item, your invoice should provide a detailed breakdown of each individual item.
• Even if you are shipping a used or personal item, you are still required to declare its original monetary value. However, make sure to clearly indicate on both your invoice and the Air Waybill that the item is used or for personal use.

Pack your shipment

Once your documents are in order, the next crucial step in shipment preparation is knowing how to package your items correctly. Sturdy and appropriate packaging is essential to protect your goods and help them withstand the rigours of transit through the DHL network. Proper packing minimizes the risk of damage, ensuring your customers receive their orders in perfect condition, which is vital for maintaining their satisfaction and your business's reputation.

Use sturdy materials and packing techniques

The type of packaging you use should be carefully assessed based on the nature of the items you are shipping. To determine how you can package your items appropriately, consider factors such as:

• Weight: Heavier products require stronger, more robust boxes and internal cushioning to prevent the box from collapsing or the contents from shifting and causing damage.
• Shape: Irregularly shaped items may require custom packaging or additional internal support to prevent movement and potential damage to protruding parts.
• Fragility: Delicate items necessitate ample internal cushioning and possibly double-boxing to absorb shocks and vibrations during transit. Clearly marking these packages as "Fragile" is also crucial.

To provide adequate protection, consider using the following materials:

• Sturdy cardboard boxes: Choose double or triple-walled corrugated cardboard boxes for external protection, especially for heavier or more valuable items. Ensure the box is appropriately sized for your contents; too much empty space can lead to shifting, while an overstuffed box can burst.
• Bubble wrap: This provides excellent cushioning and protection against impact for individual items, particularly fragile ones. Ensure you use several layers of bubble wrap for each item.
• Foam blocks or chips: Foam blocks or chips are ideal for filling empty spaces within the box, preventing movement and absorbing shocks.
• Cushions (e.g., packing peanuts, crumpled paper): These can also be used to fill voids and provide a buffer. However, ensure they are densely packed to prevent settling during transit.

Use the “H-taping” sealing technique

When sealing and reinforcing your parcels, the H-taping technique is highly recommended for its effectiveness in securing your packages.

How to create a “H-tape” seal:

1. First, seal the main centre seam of the box with a strip of strong packing tape.
2. Next, apply tape along the top edges of the box.
3. Overlap this edge tape with the centre tape you initially applied.
4. This will effectively form the shape of an "H" across the top of your parcel.
5. Repeat this taping process across the bottom of your parcel as well, creating another "H" shape.

This method provides a significantly more secure seal compared to simply taping the centre, as it reinforces all the main flaps and edges of the box, making it much more resistant to the stresses and pressures it may encounter during during the shipping process.

Label your package

The final step of shipment preparation is to ensure that your packages are labeled correctly. The Air Waybill, along with any other necessary documents like the shipping invoice for international shipments, must be securely affixed to the top of the box. Ensure the labels are fully visible and cannot be easily torn or detached during handling. Using a clear, self-adhesive pouch is a good way to protect these important documents.

In addition to the Air Waybill, consider using special handling labels if your shipment requires particular care. Examples include:

• "Fragile": For delicate items that are susceptible to breakage.
• "Keep Dry": For items that must be protected from moisture.
• "This Way Up" arrows: For items that must remain in a specific orientation.

These labels provide clear instructions to DHL personnel handling your package, further reducing the risk of damage during transit.

Additional tips to manage shipping costs

As a small business owner, keeping a close eye on your expenses is key to profitability, and shipping costs are no exception. Here are some additional tips to help you optimize your expenses when using DHL for your order fulfillment.

Optimise packaging

Smart packaging can significantly impact your shipping costs. By carefully selecting the right size and type of packaging for your items, you can minimize the overall weight and dimensions of your shipments, resulting in lower shipping charges. Thus, consider using lightweight but sturdy packaging materials and avoid excessive void fill, ensuring your items are well-protected without adding excess bulk. Taking the time to right-size your boxes so they fit your products snugly can make a noticeable difference to your bottom line over time.

Consolidate shipments

If you frequently ship multiple packages to the same customer or destination, consider consolidating them into a single shipment. DHL offers options for combining multiple parcels under one master Air Waybill. This can often result in lower overall shipping costs compared to sending each package individually. Explore this option if it aligns with your customers' order patterns and your order fulfillment process.

Insure your shipment

While it might seem like an additional cost, insuring your shipment provides invaluable peace of mind and can actually enhance your business's credibility with your customers. Shipping insurance protects you financially in the event of loss or damage during transit. Knowing that your shipments are insured also provides assurance to your customers and demonstrates your commitment to ensuring their orders arrive safely.

DHL’s shipping insurance offers comprehensive coverage with transparent pricing, ensuring a smooth and stress-free shipping experience. This added layer of protection can save you significant costs and headaches in the long run, making it a worthwhile investment for your business's shipment preparation and overall order fulfillment strategy.

Conclusion

Opting for DHL for your order fulfillment is designed to provide a convenient and efficient experience from start to finish. Once your shipments are accurately documented, securely packed, and clearly labelled, arranging for collection is a straightforward process. Furthermore, both you and your customers benefit from DHL's comprehensive tracking system, which delivers accurate, real-time updates on your parcel's journey, ensuring transparency and peace of mind.

By leveraging DHL's services, small businesses in New Zealand can significantly simplify the often-complex order fulfillment process. Our expert customs guidance ensures your shipments navigate regulations with ease, while our swift same-day delivery service minimizes transit times, leading to enhanced customer satisfaction. The inherent scalability of DHL’s solutions also means that when you’re ready to scale beyond our shores and take your Kiwi business onto the global stage, DHL’s adaptable infrastructure and extensive international network provide the seamless support you need to deliver overseas. Ultimately, by entrusting your shipment preparation and delivery needs to DHL, you free up valuable time and resources, allowing you to dedicate your energy to the core aspects of running and expanding your business.

Ready to streamline your logistics and experience a hassle-free approach to shipping a package? Open a DHL business account today and take the first step towards efficient, reliable, and scalable order fulfillment for your small business.