Shipping internationally for the first time can be daunting. Don’t worry though, we’ve got a handy checklist to make sure you have everything in place to make sure your overseas customers are as well-looked after as those close to home.
Know what is, and what is not allowed to send
This is the first step and could save you a lot of time and hassle, as you may have products that simply aren’t suitable for shipping overseas.
All couriers, and many countries, have different rules on what products may be restricted or banned from shipping, so it’s best to do a little research If you're not sure. Responsible couriers like Asendia will have a webpages that shows you exactly what can and can’t be shipped with the, but, as a general guidelines, note that the products below are not allowed to be shipped:
- Aerosols
- Alcoholic beverages
- Damaged batteries*
- Fire extinguishers
- Fresh fruit and fresh vegetables
- Gas masks
- Lighters
- Lottery tickets
- Nail polish
- Perfume
- Petrol or oil
- Poison
- Raw diamonds
*Undamaged batteries can be shipped but read our Shipping batteries, what are the rules? Article <LINK TO Shipping batteries, what are the rules? Article> to find out how they should be shipped.
Choose your delivery partner
Once you’ve decided that your products can be sent overseas, it’s time to choose who will look after your deliveries from your business to customer’s front doors.
Again, research is key here and you’ll need a courier that not only offers great service and a great pricem but one that also knows ever-changing customs’ policies and the way things are done in the destination country.
A great place to start is by speaking to Asendia. They employ 1,500 staff at 35 global locations delivering millions of packages worldwide each month to 200 countries, and have two UK fulfilment centres, and one each in Italy, Singapore, USA, Australia and New Zealand
But, to really find out if an international courier is right for you, read this before you outsource your order fulfilment <LINK TO Read this before you outsource your order fulfilment>
Express delivery?
We’re sure you’re already offering your customers different level of shipping speed, and this is quite easy when it’s via a domestic courier, but a little more complicated when sending things overseas.
Different carriers may have different definitions of ‘express’ delivery and they may have different rates too.
This is why using a company like Asendia who has many years of experience and networks across the world is recommended as they will do all the calculations of pricing and estimation of delivery time for you
Insurance
Insurance must be considered, regardless of the high value of the products. Some companies offer this as an option to their customers for an additional charge, but some shipping companies may include it as part of their contract.
No matter how you are able to insure your customers’ orders, be mindful that items are much more likely to get lost or damaged the further
Prepare and package your shipment properly
Labels on packages going overseas need more than just an address label.
They may be travelling thousands of miles and will certainly cross borders, so you need to be sure you have the right labels to satisfy customs and make sure each time the package changes hands it gets placed in the right ones. More on that in a moment.
First, before you attach a label, you’ll need to make sure the items are packaged properly so they’re protected from A to B.
Your courier can give you advice on the labels needed and packaging, some may even pick and pack your items for you at their own warehouse, but some general tips are:
- Use new, double corrugated boxes specifically produced for shipping. Ones that can survive a fall of 1.5 meters are best.
- Use bubble wrap, polystyrene, or more eco-friendly paper ‘bubble’ wrap and packaging so what’s inside doesn’t move around
- Consider using shipping bags instead of boxes for softer items as this will cut down on costs
Pro Tip: Newspaper should never be used. It’s not designed as packaging material, despite how you may use it at home, but also you must consider that some news articles may not follow local censorship rules and it could delay delivery or even prevent your package from reaching its destination.
Now to the labels
Each country has its own address system. For example, house names are more common than house numbers in some countries and in some parts of Ireland, for example, there are no postcodes, and house numbers also come after the street name in the Netherlands.
As there are lots of small differences between countries, make sure you address your shipping label to match how your customer has written in on their order. Using an ecommerce portal like Shopify, Magento or eShopworld, that localises itself to your customer’s location will help with that.
You should add your customer’s telephone number on the label and on the customs form (CN22/CN23), which will speed up any delays at the border if there is an issue with the address. Again, your courier will be able to give you advice based on their expertise about this.
And, while we’re sure it doesn’t need to be said, for the avoidance of doubt, make sure all labels are secured properly and is fully visible, and if you need to add shipping or customs documents, add these in an approved shipping documents wallet on the same side as the shipping label.
But what documents might you need?
Include customs documents
Frustratingly, different couriers and borders require different forms. Until a worldwide ‘one-size-fits-all’ system is created, eTailers must unfortunately adapt and use different systems for each territory they’re sending to.
This does, again, point to making sure you use an international courier that works in as many territories as possible to minimise the work you have to do to get everything in order.
But, FYI, here’s what some of the forms are and what they’re for:
Customs declarations
- CN22: required for all packages up to 2 kg and a value up to €425. This can be simply stuck to the outside of a package
- CN23 + CP71: These are for all packages from 2kg-20kg and/or a value of more than €425. Three copies of this should be included in a clear documents’ wallet. The CP71 can be used an address card and placed on the outside of the wallet
Commercial invoice
This is the proof of sale which shows the agreement between you and your customer. Always include three of these. Two in the documents’ wallet and one inside the package for your customer.
Certificate of Origin (CO)
Some countries and products require a CO to show where the product or item was produced or manufactured. You can find our more about COs from the International Chamber of Commerce website.
When filling in these forms, make sure to describe each article separately and as accurately as possible, including weight (in grams) and value (in €s), and the total weight.
- Total item values should include the value of free samples or gifts in the package.
- Include a 6-digit HS Goods Code of the World Customs Union, you can find these at Gov.UK and state the country of origin.
- Make sure you sign it, and all details are entered in English, and you keep copies for your records.
So, there you have it. A comprehensive list, but one that should have you feeling confident that any customers overseas will get their orders quickly, safely, and easily.
Of course, you could also have someone take all this off your shoulders so you can concentrate on running and growing your business.
If you’d like to talk to a company who can do this, within a package that suits your budget, drop Asendia a line for a chat about your needs and how we can help.
