What is a Waybill in Shipping, and What is It Used For

An air waybill is a term that comes up often in international shipping, and with good reason. But what exactly is an air waybill, what does “waybill” mean, and what is a waybill used for?

Often referred to as a shipping label or air waybill (AWB) in express delivery services like DHL Express, an air waybill is both a legal contract and a source of logistical accountability1. Whether you're shipping overseas gifts or launching a cross-border business, the waybill is your proof of shipment — and your parcel’s passport.

For exporters and e-commerce sellers in the Philippines, understanding how this document works can mean the difference between seamless delivery and costly delays. 

What is the waybill?

A waybill is a shipping document that accompanies a parcel throughout its journey from pickup to final delivery. It is required for most international shipments (all international imports and exports with DHL Express require an air waybill), where it is typically referred to as the air waybill (AWB).

At a glance, the waybill provides a summary of your shipment: Sender and receiver information, parcel contents, declared value, and a unique tracking number. It also contains logistics data that allows couriers and customs agents to identify, route, and process your package accurately. For most modern shipments, the waybill is created digitally, a faster and more reliable solution than handwritten forms.

Why the waybill is critical in international shipping

A waybill isn’t just a shipping form. Without an accurate waybill, even the best-packed parcel may run into trouble during transit.

It performs several essential roles in cross-border logistics:

• Acts as a contract of carriage between the shipper and courier, outlining the terms of delivery and liability2.
• Supports customs clearance in both the Philippines and the destination country by presenting detailed shipment information.
• Enables traceability through the AWB number, which customers can use to track packages in real time.
• Contains tax and duty-related information that allows border agencies to assess correct charges.
• Helps prevent delivery issues, such as misrouting, delays, or loss, by offering a verified source of reference.
• Supports claims for parcels that are damaged, delayed, or lost during shipment. The waybill serves as proof of intent, action, and declared value.

What does a waybill look like? Key information to look for

Each waybill contains specific data points that must be correctly filled out to ensure smooth international shipping. Here’s a breakdown of what’s typically required:

Shipper information

• Legal company or sender name
• Complete return address (including postal code)
• Active phone number and email

This information confirms the sender’s identity and ensures proper communication in case of delivery issues or returns.

Consignee information

• Recipient’s full name
• Complete delivery address
• Contact number and email
• Destination-specific identifiers (e.g., NRIC in Singapore, EORI in the EU3)

Errors here can delay the shipment, especially if the delivery requires ID verification.

Shipment details

• Description of goods
• Quantity of packages
• Total weight and declared value
• Harmonized System (HS) code if available

Accurate item descriptions help ensure customs clearance and can reduce the risk of inspection or revaluation.

Payment terms

Who will pay for the shipping charges, customs duties, and taxes: shipper or receiver? This impacts how the parcel is processed at customs and who is contacted for payment.

Tracking number

• The AWB number — a unique series used to monitor the parcel throughout its journey.
• Also appears on the shipping label attached to the package.

This number is your access point for real-time updates, available through DHL’s tracking tools.

How to create and fill out a waybill with DHL Express

For international shipments with DHL Express, the most convenient way to generate your waybill is through MyDHL+.

Follow these steps to create your waybill:

1. Log in to MyDHL+ with your DHL business account or as a guest.
2. Enter the shipper and consignee details as required.
3. Describe your shipment clearly, using accurate item names (e.g., ‘cotton T-shirts’ not ‘clothes’).
4. Declare the correct item value—this must match your commercial invoice.
5. Indicate the payment terms for duties and shipping.
6. Review and confirm the AWB number, which is automatically generated.

Remember that your waybill must be accompanied by a commercial invoice for all international exports. Always check the information entered, as inconsistencies are one of the most common causes of customs clearance delays.

Accurate waybills matter when exporting from the Philippines

If you’re an SME, online seller, or starting to export from the Philippines, every detail on your waybill matters.

An incomplete or inaccurate waybill can result in:

• Delayed clearance due to mismatched or vague shipment details
• Incorrect duty assessments or unexpected charges for your buyer
• Parcel returns or seizure due to missing IDs or misdeclared goods
• Reputational damage if customers experience late or failed deliveries

To avoid these issues:

• Verify destination-specific requirements like tax IDs or mandatory documents
• Use MyDHL+ to reduce human error and simplify the process
• Match your waybill with your invoice and packing list
• Consult your DHL Express account manager or service representative if you’re unsure about any field

DHL Express: Your partner in global shipping success

Whether you're an e-commerce entrepreneur exporting to Asia Pacific, or a growing business shipping samples to Europe, DHL Express gives you the tools to ship smarter. 

With full visibility, customs support, and an intuitive online platform, confidently manage your international shipments from the Philippines when you open a DHL business account.