documentation

It is vital that all required documentation travels with your consignment to avoid delays and maybe even returned shipments. Although documentation is often generic, each courier may do things in a slightly different way. When using our online portal you can print the air waybill, Customs invoice, Receipt and collection manifest from the system. However you may still need additional documentation. Always check with the destination countries’ customs if any extra documents are required.
TIP: It is good practice to take photographs of your packages before sending them. This helps the courier find your package quicker if it becomes lost in their system and helps with insurance claims.

Customs Invoice

When sending outside the EU or importing into the EU a Customs Invoice is required. When using our system there is a simple way to generate them as you are booking shipments. This is a formal document that must have the following:

• Date goods are being sent
• The shipper’s company name and address
• The receiver’s company name and address
• All the items and quantities of each item being sent in a list
• The commercial value of each item and a total value of all the items with currency sold in
• he gross weight (weight once package) and net weight (weight of goods inside packaging) of your shipment/li>
• VAT number of sender and receiver
• At least one copy must be signed ( good rule of thumb to sign them all)
• An invoice number (could be the purchase order number) but you need a reference number

Here is a link to DHL’s guide to customs invoices
Below is checklist of the different couriers and how to attach the correct documentation:

Exporting

Shipping with UPS

Attach one copy of the UPS air waybill (shipping label) to the parcel and each parcel if there are multiple packages in the consignment (there must be one label for each parcel you send), preferably in a UPS adhesive document pouch or any document pouch the same size or bigger. Each box/parcel should also have an address label on at least one side. Make sure the shipping label is visible and not obscured. Also print out a second one and leave loose for the driver as they may require it.
If the package is traveling outside the EU, make sure to attach 5 copies of the Customs invoice in an adhesive document pouch that is OPEN so that the driver and customs can access it when needed. If any other additional paperwork is needed, place inside document pouch with Custom Invoices.
When using our online portal you can print out a collection manifest detailing all your shipments that are to be collected. Make sure the driver signs this as proof that UPS has collected or you have dropped it off.
If dropping off at a UPS depot or collection point, make sure all documentation is supplied as above

Shipping with FedEx

FedEx air way bills are slightly different. You need the first three pages on the box number 1 and then one airway bill for each of the next boxes (the first three documents all have the same tracking number and each one after has a separate number. Preferably place each air waybill into a FedEx adhesive document pouch or any document pouch the same size or bigger (FedEx pouches are re-sealable so that the driver can access copies of the air waybill, so if using a different pouch make sure it’s re-sealable or left open). Each box/parcel should also have an address label on at least one side. Make sure the shipping label is visible and not obscured.
If the package is traveling outside the EU, make sure to attach 5 copies of the Customs invoice in the same document pouch as the three copies of air waybills on box one. If any other additional paperwork is needed, place inside document pouch with Custom Invoices.
When using our online portal you can print out a collection manifest detailing all your shipments that are to be collected. Make sure the driver signs this as proof that FedEx has collected or you have dropped it off.If dropping off at a FedEx depo or collection point, make sure all documentation is supplied as above

Shipping with TNT

Attach one copy of the TNT air waybill (shipping label) to the parcel and each parcel if there are multiple packages (there must be one for each parcel you send), preferably in an adhesive document pouch. Each box/parcel should also have an address label on at least one side. Make sure the shipping label is visible and not obscured. Also print out one additional label per box and leave loose for the driver as they may require it.
If outside the EU, make sure to attach 4 copies of the Customs invoice in an adhesive document pouch that is OPEN so that the driver and customs can access it where needed. If any other additional paperwork is needed, place inside document pouch with Custom Invoices.
When using our online portal you can print out a collection manifest detailing all your shipments that are to be collected. Make sure the driver signs this as proof that TNT has collected or you have dropped it off
If dropping off at a TNT depo or collection point, make sure all documentation is supplied as above

Shipping with DHL

Attach one copy of the DHL air waybill (shipping label) to the parcel of each parcel (there should be one for each parcel you send), preferably in an adhesive document. Each box/parcel should also have an address label on at least one side. Make sure the shipping label is visible and not obscured. Also print the archive document and leave loose for the driver as they require it.
If outside the EU, make sure to attach 5 copies of the Customs invoice in an adhesive document pouch that is OPEN so that the driver and customs can access it where needed. If any other additional paperwork is needed, place inside document pouch with Custom Invoices.
When using our online portal you can print out a collection manifest detailing all your shipments that are to be collected. Make sure the driver signs this as proof that DHL has collected or you have dropped it off.
If dropping off at a DHL depo or collection point, make sure all documentation is supplied as above.

Shipping with DPD

Attach one copy of the DPD air waybill (shipping label) to the parcel of each parcel (there should be one for each parcel you send), preferably in an adhesive document. Each box/parcel should also have an address label on at least one side. Make sure the shipping label is visible and not obscured. Also print the archive document and leave loose for the driver as they require it.
If outside the EU, make sure to attach 4 copies of the Customs invoice in an adhesive document pouch that is OPEN so that the driver and customs can access it where needed. If any other additional paperwork is needed, place inside document pouch with Custom Invoices.
When using our online portal you can print out a collection manifest detailing all your shipments that are to be collected. Make sure the driver signs this as proof that DPD has collected or you have dropped it off.
If dropping off at a DPD depo or collection point, make sure all documentation is suppled as above.

Importing

When importing much the same documentation is required as when exporting. However, the person responsible for sending out the shipment has to attach all the paperwork correctly. If they don’t know how to, go through it with them as described before. It is good practice for them to take a picture and of the packages when complete so you can check what they have done is correct.
Quite often when booking shipments the courier will email the client the documents, however not always. We suggest using Cute PDF Writer (which is free). This allows you to print documents as a PDF file and email them to the sender.
Of course different additional documentation may be required like an import permit for certain goods. As
always, if importing from outside the EU a Customs invoice is needed.
TNT Importing
TNT can work slightly differently when importing in the sense that a 5 page document may have to be printed as well as attaching an air waybill to each box.

Additional Documentation

Always check before sending that you are allowed to send your specific items to a specific country through a specific courier (check the countries customs and the couriers’ website for more details).
Common ones are:
Import permits: certain countries and/or certain items require that have a permit to import them.
TSCA Statement: the USA may require that you sign a TSCA statement
Certificate of Origin: certain countries require this document like the UAE and Lebanon. These needs to be signed and legalised by the relevant Embassy. This only applies for goods being sold, not samples and not for goods valuing under a certain amount.
Others: some countries require a goods declaration and some even require a declaration that less than 10% of the goods where made in America