How to safely ship passports internationally from the Philippines

A passport is a highly sensitive, government-issued document that represents a person's identity and nationality. Its value extends beyond its physical form, making it a prime target for fraud or misuse. Because of this, passports are subject to complex regulations that vary by country, logistics provider, and destination. Sending this type of document through an international courier without a clear understanding of the rules can lead to serious complications, including delays, customs holds, or even outright rejection.

As such, partnering with a reliable global courier makes shipping passports overseas significantly easier. This service saves you time and avoids potential headaches by providing the necessary speed and security.

Is it legal to ship a passport internationally?

In most cases, the answer is yes, but shipping a passport internationally comes with certain caveats. The legality of international passport shipping is determined by a combination of the laws of both the origin and destination countries, as well as the specific policies of the courier service.

Since a passport carries a unique legal and identification value, its classification can change. The key to a successful shipment lies in understanding the distinction between a document and a non-document classification. This seemingly small detail determines how your shipment will be handled at every stage of its journey.

Understanding document vs. non-document classification

"Documents" are typically defined as paper-based items that have no commercial value, such as contracts, letters, or forms. They are generally not subject to duties or taxes, and do not require a commercial invoice. As a result, shipping one often benefits from a faster, more streamlined customs process.

However, a passport may not always fall under this classification. While some countries accept passports as documents and treat them accordingly, others consider them non-document items. This distinction is vital because a non-document shipment must undergo formal customs clearance and may require a commercial invoice or other supporting paperwork, even if it has no declared monetary value. 

Therefore, it is critical to always confirm the correct classification with your courier before sending a passport by courier to avoid unexpected delays or complications.

Countries where passport shipping is not allowed or is restricted

International shipping regulations vary widely, and it's essential to know where you can't send passports or where additional conditions may apply. Misclassifying a shipment or attempting to send a passport to a prohibited destination will result in the immediate return or rejection of the parcel.

Prohibited destinations (passports cannot be shipped at all)

Some countries have strict policies against accepting passports via international couriers due to heightened security or regulatory issues. Morocco, Pakistan, Tunisia and Nigeria are examples of countries where international passport shipments are not accepted under any circumstances.

For countries classified as "high-risk" due to embargoes, sanctions, or other restrictive measures, DHL Express does not ship passports under any circumstances. Examples of such countries include Belarus, Russia, Cuba, Iran, North Korea, Syria, and the Crimea Region. Shipments to these locations are subject to a signed Letter of Indemnity and undergo a mandatory 100% inspection to ensure compliance with all international regulations.

Restricted destinations (additional documentation or handling required)

In many other countries, passport delivery is permitted but with strict conditions. In these destinations, including Algeria and India, passport shipments are restricted.

This typically means:

• Passports must be classified as non-document: They will undergo a formal customs clearance process.
• Additional paperwork is required: You may need a commercial invoice, a letter of authorization, or a separate explanation letter detailing the reason for the shipment (e.g., for visa processing).
• Expect potential delays: In countries with stringent import rules on identity documents, extended delivery times or customs delays should be expected.

Preparing to ship a passport safely

Once you have confirmed that your destination country allows the shipment, proper preparation is the next step to help ensure your valuable document reaches its recipient safely.

Step 1: Choose a reliable courier service

A passport is a highly sensitive and valuable document. It is not something you should entrust to just any service. The best and safest way to send a passport internationally is by choosing a courier with a global network, reliable tracking capabilities, and a strong reputation for security and reliability, like DHL Express. Our worldwide presence ensures that we can provide tailored support for sending restricted shipments and maintaining a secure chain for the passport to safely travel from the Philippines to its final destination.

Step 2: Prepare necessary documents

Every international shipping consignment requires proper documentation. A completed Air Waybill is a must, and it should contain accurate sender and recipient details to prevent any delays.

For non-document shipments, you must also include any required commercial invoices or customs declarations. Ensure that all the details are consistent across all forms to avoid discrepancies during customs checks. It's also wise to check if your destination country requires additional identification or a specific declaration letter, especially for restricted areas.

Step 3: Package your passport securely

Use a durable, tear-resistant envelope or a DHL Express-recommended flyer to keep the passport safe from the rigors of handling and transit. Also, avoid using flimsy paper envelopes or loosely packing the item, which could lead to physical damage.

To protect your passport from the elements and potential tampering, use a water-resistant and tamper-evident packaging solution. This is especially important for shipments traveling long distances.

Step 4: Track your shipment

With our advanced online tracking service, you can easily monitor your package and stay informed on your delivery's status at every stage of the shipping process. Accessing real-time information on the passport’s current location, whether local or international, and its expected delivery date gives you complete visibility and the ability to plan accordingly for your package's arrival. This feature is designed to provide you with peace of mind and full control throughout the entire international logistics journey.

Moreover, you have the flexibility to track by either your unique Air Waybill number, allowing you to monitor up to 10 shipments at once, or by a reference number you may have assigned to your shipment.

Step 5: Consider optional services

Given that replacing a passport is a time-consuming and often expensive process, investing in additional security, such as an extended liability, is a wise decision.

For particularly valuable documents such as passports, visa applications, or regulatory certificates, a fixed compensation will be paid in the event of full or partial loss, regardless of the document's replacement price. This added assurance is highly recommended when delivering a passport internationally via DHL Express, especially to destinations with known postal or customs challenges, safeguarding your investment and your peace of mind.

Tips for hassle-free delivery

Successfully sending a passport internationally requires a thoughtful approach. Consider these key tips for ensuring a smooth and straightforward delivery process:

• Plan ahead: Avoid last-minute passport shipping, especially if it's for a visa application or time-sensitive travel plans. The nature of international logistics means that unforeseen delays can occur.
• Print all documentation clearly: Ensure the receiver’s full name and address match exactly what's required by local customs. Illegible or incomplete details can lead to significant delays.
• Double-check schedules: Be aware of public holidays or weekends in the destination country, as these can affect customs clearance or final delivery times.
• Use a trusted logistics provider: Opt for a provider like DHL Express that specializes in cross-border shipping and has extensive experience handling sensitive documents like passports.

Ship with confidence

While the process of sending a passport internationally requires careful consideration and attention to detail, using a professional and reliable service like DHL Express makes it secure and straightforward. By following these steps and leveraging our expertise, you can navigate the complexities of international logistics with confidence and experience how easy it is to track your delivery, knowing your passport is in safe hands.

Planning to send your passport through an express mail service with peace of mind? Visit your local DHL Express service point or use MyDHL+ to get started on your secure shipment today.