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Shipment Preparation

How to

Shipment Preparation

Your air waybill (AWB) is arguably the most important piece of document when you are shipping internationally. It contains all the instructions and information about the contents and characteristics of your shipment that is necessary for transportation. But more importantly, the AWB is the document that proves the ownership of the shipment – based on the details of the sender and recipient.

Properly furnishing the details of your waybill can play a big part to facilitate a smooth journey for your shipment. Below we will discuss the various fields of the AWB, and how you can go about creating one in a few minutes!

The waybill is usually attached to the exterior of the shipment for anyone handling the shipment to easily access important details.

A look at the DHL Express waybill.

waybill shipping

SHIPPER DETAILS & DETAILS

Details will be referred to as the main point of contact in-charge of the shipment.

RECEIVER’S ADDRESS & DETAILS

Identifies your intended recipient and the destination address.

PAYER ACCOUNT NUMBER

A valid DHL Express account number to determine who pays for the transport fees.

SHIPMENT DETAILS

State the weight, dimensions, and a clear description of the contents should be accurately.

BARCODE

The barcode is scanned throughout the network to give you accurate tracking updates! Make sure this portion of the waybill is not defaced or blocked before handing over your shipment.

waybill

SHIPPER DETAILS & DETAILS

Details will be referred to as the main point of contact in-charge of the shipment.

RECEIVER’S ADDRESS & DETAILS

Identifies your intended recipient and the destination address.

PAYER ACCOUNT NUMBER

A valid DHL Express account number to determine who pays for the transport fees.

SHIPMENT DETAILS

State the weight, dimensions, and a clear description of the contents should be accurately.

BARCODE

The barcode is scanned throughout the network to give you accurate tracking updates! Make sure this portion of the waybill is not defaced or blocked before handing over your shipment.

filling in your waybill Useful information when filling in your waybill
  1. Unless the duties & taxes paid (DTP) service is selected, they will be borne by the consignee. If nothing is indicated, duties & taxes unpaid (DTU) is the default
  2. 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.
  3. The shipper’s address and details should reflect you or your company’s name, telephone or mobile number, email address and your complete mailing address including postal code.
  4. The receiver’s address and details must include the company or individual’s name – a valid contact person, contact number, email address, as well as complete mailing address including postal code.
  5. The shipment information will be used for customs clearance to ensure that the details tally with the actual contents and the shipping invoice.
  6. Air waybills have an expiration date and will be invalid beyond that.

Your new DHL Express air waybill will be identified by a unique 10-digit code known as your AWB number. It acts as the reference for your shipment in the event that you need to communicate with us for anything about your shipment! Now you’ve learnt how to create your own waybill, create a business account to ship today!

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Invoices are only required for parcel shipments – they do not apply for shipping documents. The invoice is used to clear customs and should contain accurate information that corresponds to the contents of the shipment, and what is indicated on the waybill.

Take a closer look at the details required in your shipping invoice.

your shipping invoice

SHIPPER & RECEIVER

Indicate the details of the sender. In most cases, the shipper will be the main point of contact should DHL Express need to contact anyone for instructions.

INCOTERM

Indicate the shipping terms between shipper and receiver. Read more about Incoterms here.

SHIP TO

Indicate the details of the receiver.

DESCRIPTION OF GOODS

Details (in English) of the contents you are shipping, the quantity, weight, dimensions and total value. This portion should be as descriptive as possible as it will be used by customs to determine how the shipment is categorised and cleared. Discrepancies might lead to unnecessary delays or, in most drastic situations, confiscation by customs.

BILL TO

Indicate the correct billing agency. A different entity from the same country as the recipient that will be paying for the duties and taxes of the shipment. If this field is left blank, the receiver will be accountable.

REASON FOR EXPORT

Specify the reason for shipping, it is best to indicate the intended end purpose of the shipment.

your shipping invoive

SHIPPER & RECEIVER

Indicate the details of the sender. In most cases, the shipper will be the main point of contact should DHL Express need to contact anyone for instructions.

INCOTERM

Indicate the shipping terms between shipper and receiver. Read more about Incoterms here.

SHIP TO

Indicate the details of the receiver.

DESCRIPTION OF GOODS

Details (in English) of the contents you are shipping, the quantity, weight, dimensions and total value. This portion should be as descriptive as possible as it will be used by customs to determine how the shipment is categorised and cleared. Discrepancies might lead to unnecessary delays or, in most drastic situations, confiscation by customs.

BILL TO

Indicate the correct billing agency. A different entity from the same country as the recipient that will be paying for the duties and taxes of the shipment. If this field is left blank, the receiver will be accountable.

REASON FOR EXPORT

Specify the reason for shipping, it is best to indicate the intended end purpose of the shipment.

filling for your invoice Useful information filling for your invoice
  1. The invoice is mainly used as a supporting document for the value declared on the AWB.
  2. You can create an invoice on MyDHL+ or you can fill in this template.
  3. Make sure your invoice accessible on the shipment – do not seal the invoice within the box.
  4. If you are shipping multiple items, your invoice should give a breakdown of each item.
  5. If you are shipping a used or personal item, you should still declare the original dollar value of the item, but indicate clearly on your invoice and waybill that it is a used or personal item.

It is important to understand that the creation of your air waybill and shipment invoice is your responsibility. The details of these documents acts as your declaration. DHL Express will assist to guide you by offering advice and tips – but we will not be able to create it on your behalf.

Now that you’re orientated to the necessary paperwork for sending an international shipment, you’re almost ready to hand over your shipment to us!

Create your Invoice on MyDHL+ now!

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