Basics of international shipping

Whether you’re sending your first overseas order or scaling an e-commerce operation, understanding the basics of international shipping is essential. This guide breaks down the key information you need – clearly and simply – so you can ship with confidence and avoid common pitfalls from day one.

How to ship internationally: 7 key steps to remember

1. Prepare the documentation

When shipping internationally, you’ll often need to provide specific information and documentation to get your goods through customs. For small businesses and start-ups – already juggling countless priorities – this can feel overwhelming. However, taking the time to ensure your shipment information and documents are accurate is essential to avoid delays, extra fees, or rejected shipments at the border.

A few examples of the documents you’ll need to provide include:

Commercial Invoice: This provides information about the international transaction and goods being shipped, including (but not limited to) a detailed line-item goods description with the respective Tariff Classification Code (see point 2, “Classify your commodity”), the goods’ value and currency, weight, terms of sales, and other key information. Customs brokers use the Commercial Invoice information to prepare the Customs Declaration which is submitted to Customs Authorities during the Customs Clearance process. It’s important to ensure that the Commercial Invoice information is complete and accurate, to avoid potential customs delays, or even fines and penalties by Customs Authorities.

Air Waybill: This provides information about the shipment. The Air Waybill is attached to the exterior of the shipment, so that anyone handling it has easy access to the information.

Certificate of Origin: As the name suggests, this indicates the goods’ nationality to customs authorities. It indicates where the goods were manufactured – for example, “Made in China”. Not all international shipments require a Certificate of Origin, so it’s important that you verify the export and import requirements before shipping. The necessity for a Certificate of Origin can depend on the destination country, the type of goods, and trade agreements, which should be verified before shipping.

To better understand the key documentation required for international shipments, explore this detailed guide.

2. Classify your commodity

Every product shipped internationally must be assigned a specific commodity code that describes exactly what it is. This is officially called a Tariff Classification Code – a globally recognized system used by customs authorities around the world.

For example:

A cotton T-shirt has a different Tariff Classification Code than a polyester one.

A lithium battery will have a different Tariff Classification Code than a mobile phone, even if they ship together.

These Tariff Classification Codes determine:

• Duties and taxes (how much you or your customer pays at the border)
• Import/export restrictions (some goods require special licenses)
• Statistical data (used by governments to track trade)

You will need to provide your goods’ Tariff Classification Code(s) to the Commercial Invoice for each of the items being shipped, ideally both the Export and Import Tariff Classification codes. Getting it right is imperative – incorrect tariff classification can lead to potential customs delays, or even fines and penalties. Using outdated or incorrect Tariff Classification Codes can result in miscalculated duties and taxes, which can have financial implications.

3. Package your goods correctly

Getting packaging right is one of the most crucial parts of shipping internationally. Poor packaging can lead to delays, damage, or even refused deliveries. Please note that some items may have specific packaging requirements (e.g., hazardous materials) that must be adhered to in order to comply with international shipping regulations.

Here’s how to package your goods properly for global shipments:

Choose the right type of box. Use double-walled corrugated cardboard for heavier items or fragile goods. Match the box size to the contents; underfilled boxes can collapse, while overstuffed ones might burst. Minimizing empty space in the box will also reduce your shipping costs.

Cushion your contents with materials like bubble wrap, foam peanuts, or air pillows – especially for delicate or high-value items. Ensure there's no movement inside the box when you shake it.

Attach the shipping label to the top of the box and make sure it’s clearly visible and securely affixed. Avoid placing tape over the barcode or address fields – it can interfere with scanning.

When shipping multiple express packages under one Air Waybill, affix the original Air Waybill to one package. Then affix copies to the other packages. Label each box with the total number of boxes in the shipment, such as “1 of 3”, “2 of 3” or “3 of 3”.

4. Choose your DHL import or export service

DHL Express offers reliable, time-definite delivery services for both documents and goods – whether you're shipping internationally or bringing items into your country. With secure, door-to-door delivery to and from over 220 countries and territories worldwide, you can choose the option that best fits your schedule – whether that’s early morning delivery or by the end of the business day.

You’ll also benefit from full tracking visibility, so you always know where your shipment is, from pickup to delivery.

5. Research denied parties

An essential part of shipping internationally is ensuring you're compliant with applicable trade laws that prohibit/restrict shipping to specific persons or destinations. As a matter of policy DHL Express does not accept Controlled Military Items into its network nor shipments sent by/to restricted persons listed by the UN Security Council, European Union, U.S. and any other applicable governmental denied or restricted party list under Trade Laws.  

If you're new to global trade, this might not be something you've considered – but overlooking it can result in serious consequences, including shipment delays, fines, and even legal action. You must ensure you conduct your own due diligence and stay updated on international trade sanctions and embargoes (Trade Laws).  

6. Understand restricted and prohibited commodities

Certain items are restricted (or even prohibited) from international shipping due to safety, legal, or regulatory reasons.

• Know the prohibition and restrictions: Items like lithium batteries, perfumes, and certain electronics may have specific shipping requirements or restrictions.
• Obtain necessary documentation: For restricted items, ensure you have the required documentation or approvals before shipping, to ensure compliance with the regulatory requirements. 
• Consult regulations: Refer to your shipping provider's guidelines and the origin and/or destination country's regulations to ensure compliance.

You should also be aware of dual-use goods, which can be subject to additional regulatory requirements. This is particularly relevant for items that can be used for both civilian and military applications.

7. Calculate costs

Understanding the full cost of international shipping is key to managing your budget. Several factors influence the total cost of a shipment – and overlooking any of them could eat into your profit margins or lead to unhappy customers.

Here’s what to consider when calculating your shipping costs:

• Shipping rates: Based on the package’s size, weight, origin, destination, and service level.
• Duties and taxes: These are imposed by the country’s Customs Authorities based on the Tariff Classification Code, declared value, type of goods, and other factors. DHL Express offers different billing service options, where you can choose to pay them yourself (DTP – Duties & Taxes Paid) or have the recipient pay (DTU – Duties & Taxes Unpaid).
• Additional charges: Some shipments may incur extra charges for remote area delivery, fuel surcharges, oversized items, or special handling requirements.

DHL’s MyGTS platform (see below) supports businesses in calculating the estimated cost of importing goods. This total – known as the landed cost – includes not only the product price and shipping charges, but also customs duties, taxes, insurance, and additional charges, giving an estimated picture of what it takes to bring a product across borders.

By calculating these estimated costs upfront, you can price your products appropriately and offer your customers transparent international shipping options.
 

MyGTS: your gateway to international shipping

The above article summarizes some of the key requirements of shipping internationally. To simplify customs transactions further, DHL Express has developed MyGTS (My Global Trade Services).

This free, user-friendly platform will help you navigate many international shipping regulations seamlessly. You can log in with your existing DHL Express Business Account or register a new MyGTS account to access:

• Pre-shipment Planner: a dedicated tool to help your business understand some of the applicable import/export regulations and calculate the estimated Landed Cost.
• Support with Tariff Classification Codes: MyGTS provides potential Tariff Classification Codes for you to select based on your goods’ characteristics. Search for Tariff Classification Codes using keywords or the code directory.
• Landed Cost calculator to enhance your pricing strategy and give your customers transparency over the estimated shipping costs – which builds trust with your business.
• Guidance on import and export requirements: understand some of the country's import and export requirements before you ship – to avoid goods being held up at borders!
• Customs documentation and templates: effortlessly gather examples of the customs documentation and templates that might be required, to avoid potential delays. It’s important to conduct your own due diligence and ensure that all documents are submitted in the correct format and language, as required by the export and/or import country’s customs authorities.
• A product catalog feature: maintain a readily accessible record of your commodities within DHL MyGTS, where you can save past searches, product details, and tariff codes for quicker repeat shipping.

It’s essential that you keep up to date with the import and export regulatory requirements of the countries where you ship from/to, and consult with customs experts or legal advisors when necessary to ensure compliance with the regulations. 
 

Enjoy fast and easy international shipping with DHL Express.