How to create a waybill

What is an Air Waybill?

An Air Waybill (or “Waybill”) is a document issued by a carrier and attached to a shipment. It includes important details like the sender’s and recipient’s name and address, a description of the goods, and who is liable to pay the duties and taxes.

Think of it as your shipment’s passport, telling customs authorities everything they need to know to process and track it; without it, the shipment risks being delayed, lost, or held up at customs.

The importance of a Waybill in international shipping 

A Waybill has several important functions:

• A contract between the shipper and the carrier, stipulating the shipment of goods from the point of origin to the point of destination.
  
• Evidence that a shipment has been delivered to the recipient in good condition.
  
• An invoice for the carrier service including which party is responsible for payment.
• Tracking – via the Waybill’s unique ID number and barcode.

Waybill example

Typically, you will need to provide the following information on a Waybill:

• Names and addresses of the shipper and recipient
  
• Details of the carrier
  
• Description and value of the goods
  
• Quantity, weight and size of the packaged goods
  
• Departure and destination airports
  
• Special handling instructions (e.g. “Dangerous Goods”)
  
• Terms and conditions of the transportation contract
  
• Whether the shipment is Duties & Taxes Paid (DTP), meaning you, the shipper, incurs the full costs of the shipment, or Duties & Taxes Unpaid (DTU), whereby all fees will be paid by the consignee.
  

Who is responsible for the Waybill?

The responsibility for filling out a Waybill is that of the sender of the shipment.

A Waybill can be generated using DHL's international shipping tool, MyDHL+, when you book a shipment online. You will be required to enter details about the shipment (including the recipient’s information), so have them to hand. Once you've provided all required details, the Waybill will be issued.  

What other documents do I need for international shipping?

There are several important documents you will need to clear your goods through customs, including a Commercial Invoice, Bill of Lading, Certificate of Origin and import/export licenses.  

This may seem complex – especially if you’re a small business shipping to multiple countries. Our dedicated guide to international shipping paperwork will help you navigate it all – including the differences between a waybill vs bill of lading. 

Tips to fill in a Waybill

Enter all information carefully. Customs authorities will check the details match the shipment’s contents and invoice; any inconsistencies could cause it to be held for further inspection. Check, check, and check again!

• Ensure your handwriting is legible.
  
• Secure the Air Waybill label to the top of the shipment’s box. This allows for easy reference by authorities on its journey.
  
• Avoid overlapping the Air Waybill label with other labels, tape, or paperwork to prevent obscuring its barcode.
  
• For added security, consider placing a copy of the Waybill inside the package. This will assist the carrier in identifying your shipment if the original label becomes detached or damaged.
  

DHL’s Waybill generator

Shipping internationally? MyDHL+ is an all-in-one platform where you can book, manage and track a shipment in one place. Get quotes, schedule pickups, generate documents, print an Air Waybill label and more! Discover more.

As international shipping experts, DHL Express can guide you through all aspects of customs clearance – including completing necessary paperwork – so your goods get to where they need to be without delay.