The Ultimate Checklist To Deliver An International Shipment - EasyParcel | Delivery Made Easy
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The Ultimate Checklist To Deliver An International Shipment

Checklist_For_International_Delivery

Whether you’re a one-time sender for international shipment, or you’re looking to go global with your business, parcel delivery around the world is having more steps to take note of than sending a parcel to your neighbor down the street. Use this checklist to kick start your international delivery journey worry-free!

Streamline Your International Delivery With This Checklist

Here’s the checklist for sender before book a parcel delivery:

1. Determine if you can ship your item

Many countries have restrictions regarding what items may be delivered across their borders, as well as which courier partners may be used to deliver those items. We at EasyParcel provide detailed information on these restrictions on our Prohibited & No Compensation Items page. Also, request the receiver to double-check their country import regulation before booking for delivery as it will be reviewed regularly.

Here’re some prohibited items for delivery:- 

general prohibited items notice

The prohibited items listed may not be the latest due to the revision will be made regularly. To confirm, you can check with particular courier partners or contact us here to find out more information.

2. Complete your documents 

We will take you through the required documentation step by step to make sure the delivery goes smoothly as possible. To help with the documentation, we’ve compiled the details as stated below:-

  • International Air Waybill – It is the primary delivery document for all international shipments. Click HERE to learn how to attach the AWB correctly.
  • Commercial Invoice – This document included price, value and quantity of goods being sold. It is the document used to determine taxes and duties and is required for a package to clear customers. Click HERE to learn more about commercial invoices for shipping and why it’s important.
teleport awb
  • Material Safety Data Sheet (MSDS) for Controlled Products –  Every controlled item in liquid, powdery and electronics form will need this technical document to be included with the shipment. For this, you will need to speak to the manufacturer to find the correct one. If you are unsure about whether or not your item can be shipped, please contact us for review.
MSDS Form

3. Secure your item with quality packaging 

Little details when packing your goods can cause damage or delay your shipment. Here’s what you can do to help ensure every box you send arrives on time and in perfect condition. More tips in packing your international shipments.

Step 1: Choose quality packaging
Used boxes lose strength. Ensure your box is rigid and dry, with no punctures or damage.

Step 2: Avoid empty space
Too much padding reduces stacking strength. Avoid boxes that are too big for their contents and require excessive padding.

Step 3: Seal with an H
Use proper sealing tape in an H pattern on the top and bottom – don’t use string or rope. If your box is heavy, consider strapping it.

Step 4: Paste the AWB on the top surface
Remove old air waybill (AWB). Affix a new AWB on top, so the barcode is flat (not folded over the edge). Place a copy of the air waybill inside the box to avoid AWB drop in the transit.

Have no idea where to grab quality packaging materials? Load your cart at our EasyParcel Shop now!

4. Get the accurate weight of your shipment

To make sure your delivery goes smooth, there is one rule above all: quote and book the delivery with accurate weight. But wait –  wondering when you should book with actual weight / volumetric weight?

What happens if the courier finds out your parcels with misdeclared weight?

  • Delayed shipment – Delays occur when the courier put your parcels on hold in their hub until the extra cost that set out as the cost for the standard delivery of your order has been paid.
  • Excess surcharge by courier – The courier issues an additional charge to the sender to cover the extra cost incurred on the extra checking procedure, thus you’ll no longer paying for the original lower member rate.

Actual Weight vs Volumetric Weight – Which Should be Used For Booking?

STEP 1: Measure the actual weight with weighing scale. If you don’t have one, grab one FREE from us with top up starting from EP2000 package. T&C Apply

STEP 2: Calculate the volumetric weight of your parcel using its dimensions (length, width, and height including outer packaging). Just key in the dimensions accordingly into volumetric calculator and the result in KG will be shown upon.

STEP 3: Book your parcel with the weight that whichever higher. Sit back, chill out and wait for the knock at your door.

5. Bind your credit card to EasyParcel account

Before kick starts an international courier booking, all you need to do is bind a credit card with your EasyParcel account for verification purposes. Wondering how to do that? Click here for the quick tutorial.

Bind a credit card in EPBear in mind that your selected courier will check on the dimensions and weights of each shipment before dispatch. If the parcel is larger or heavier than declared, our courier partner will apply a surcharge from the debit/credit card as registered under your EasyParcel account directly.

You can contact our support team to remove the primary debit/credit card 6 months after your last shipment order date. If you have more than 1 card, you can remove them on your own in the EasyParcel account.

6. Know about insurance coverage and its valid duration

All deliveries come with basic insurance coverage provided by our individual courier providers for the lost and damaged parcels (subject to the courier service).

Knowing the maximum coverage of your selected courier is important, especially when you’re sending a high-value item. And, if you need to file a claim, you’ll need to report within the time frame specified by your selected courier companies.

Understanding insurance details never is a hassle at EasyParcel as we have summarised all for you. Have a look through the coverage of each courier company and see which is the best suit for your delivery with a click HERE. Don’t forget – you can always contact our support team if you need a little guidance!

7. Understanding duties and tax 

When you deliver something to another country, you or your customer may be asked to pay additional duties and taxes before the shipment is delivered. And yay, we’ve rolled out Tax & Duties Calculator to do the estimate calculation for you!

Tax CalculatorAt this stage, your selected courier will contact the receiver directly to collect any applicable duties and taxes. Hence, you as a sender have the responsibility to inform the receiver that he is required to pay the duty & taxes or any charges incurred by the destination customs.

  • When does the receiver pay for duties and taxes?
    Your selected courier will contact the receiver directly to collect any applicable duties and taxes. These amounts need to be paid before delivery. The parcel will be held at customs until payment is received.
  • What happens if the courier can’t reach the receiver or the receiver refused to pay for duties and taxes
    – The amount will be deducted from the sender’s EasyParcel account / registered credit card and proceed with delivery
    – Return with charges (sender still need to pay for the duties and taxes)
    – Disposal with charges (subject to the destination country and duties and taxes remain unchanged)
  • How can I avoid charging taxes so I can remain competitive?
    Not paying taxes is tax evasion, which we don’t encourage. It’s not worth risking your business getting fined. It’s best to know any import tax and custom duty amount that is applicable to your shipment and being upfront with customers on pricing.
  • Can I declare my item as a gift to avoid custom duty?
    No. Shipments are cleared through customs based on where they’s coming from, the item category, and value – not its purpose.
  • What happens if I under-declare the value of my item?
    Customs officers can easily check your business website and other sources to verify if the value listed matches the actual value of the item. Listing a lower value in order to avoid taxes is tax evasion and against the law.

8. Surcharge / hidden fees to be aware of when sending international shipment

Parcel handling-related charges

This has to do with the items you want to ship, their container, the weight, and the dimensions. If your parcel doesn’t fit the criteria of your selected courier partner, you can be hit with additional charges. Mostly as a percentage of the shipping fees or the value of the items (sometimes even both).

If your parcel exceeds a courier’s standard dimension or weight, surcharges can apply. Hence, when you find yourself hitting courier weight and size restrictions, perhaps you should consider another courier service. The material and the shape of the containers can lead to additional fees. If your container is made of wood or metal, or if it’s cylindrical, you can expect extra fees to be charged.

Shipping-related charges

These are related to the details of the shipment, such as the pickup location, the delivery destination, and the delivery duration.

  • The main additional charge that you will face is the fuel surcharge. Calculated as a percentage of the shipping costs, this varies weekly or monthly depending on the country. Be mindful of their fluctuation as it can have a significant impact on your bills.
  • If you read the fine print, you may be surprised that depending on the pick-up location, you can face a surcharge. This is usually called a “remote area surcharge” or “extended area surcharge”, meaning these locations are far from the usual collection path of our dear couriers. If pick-up is in a residential building, an additional surcharge may also apply for certain couriers (subject to the courier services).
  • Optional value-added services can be chosen as well to take care of your shipments, such as additional insurance (in case of lost or damaged shipment), delivery out of regular working hours (such as Sundays, public holidays or within a short time frame.) However, as these will be chosen by you, it’s unlikely you’d find this surprising.
  • Finally, mistakes happen, and unfortunately you can be charged for this. Some of these fees include “address correction fee”, “delivery reattempt” or even “return fees”.

Australia AQIS Charges

Heads up if you’re delivering an international shipment to Australia! As an international shipment sender, you’re advised to understand Australia’s quarantine laws and not to deliver any prohibited food, plant material, animal products or any sensitive items via courier services.

Parcels may be inspected when there is potential quarantine risk material present or where there is insufficient documentation to assess the risk. If no quarantine risk material is detected, the goods are released from quarantine without further treatment.

If there are any sensitive items detected in the parcel, then there will be an inspection fee imposed by the Australian Quarantine and Inspection Service (AQIS) which will be directly billed to your EasyParcel account, whilst the amount will depend on the way the parcel is presented to AQIS for inspection and the type of service provided.

Here’s the checklist for receiver once the parcel on its way / received the parcel:

1. Documents that receivers need to prepare 

  • Import Permit & Additional Documentation
    The documents will be required by destination customs upon the parcel arrival. At the moment, your selected courier will get in touch with you via email, SMS or phone calls to request the details. If the receiver failed to revert back with the necessary details required by customs within the time frame advised by them, then the shipment will be returned or disposed of.
  • Destination Country Importation Policy
    This is aimed to check whether the item is allowed into the destination country. Whenever there is an international order, the sender kindly advises the receiver to check on the import conditions. Since the conditions will be reviewed regularly, kindly make sure to check the conditions each time before order a product from oversea.

2. Understanding duties and tax

We at EasyParcel only provide duties unpaid (DDU) service. Hence, the receiver is required to pay the duty & taxes or any charges incurred by destination customs. The selected courier to deliver the parcel will contact the receiver directly to collect any applicable duties and taxes. 

Besides that, Value Added Tax (VAT Tax) will also be charged to consumers whenever they buy any good or service from oversea. At the same time, Goods & Services Tax (GST) is charged in stages, then reimbursed to everyone except the end buyer. It’s different from VAT because it’s a flat-rate percentage of the total transaction, instead of a percentage of value added.

3. Surcharge / hidden fees to be aware of when sending international shipment

Parcel handling-related charges

This has to do with the items you want to ship, their container, the weight, and the dimensions. If your parcel doesn’t fit the criteria of your selected courier partner, you can be hit with additional charges. Mostly as a percentage of the shipping fees or the value of the items (sometimes even both).

If your parcel exceeds a courier’s standard dimension or weight, surcharges can apply. Hence, when you find yourself hitting courier weight and size restrictions, perhaps you should consider another courier service. The material and the shape of the containers can lead to additional fees. If your container is made of wood or metal, or if it’s cylindrical, you can expect extra fees to be charged.

Shipping-related charges

These are related to the details of the shipment, such as the pickup location, the delivery destination, and the delivery duration.

  • The main additional charge that you will face is the fuel surcharge. Calculated as a percentage of the shipping costs, this varies weekly or monthly depending on the country. Be mindful of their fluctuation as it can have a significant impact on your bills.
  • If you read the fine print, you may be surprised that depending on the pick-up location, you can face a surcharge. This is usually called a “remote area surcharge” or “extended area surcharge”, meaning these locations are far from the usual collection path of our dear couriers. If pick-up is in a residential building, an additional surcharge may also apply for certain couriers (subject to the courier services).
  • Optional value-added services can be chosen as well to take care of your shipments, such as additional insurance (in case of lost or damaged shipment), delivery out of regular working hours (such as Sundays, public holidays or within a short time frame.) However, as these will be chosen by you, it’s unlikely you’d find this surprising.
  • Finally, mistakes happen, and unfortunately you can be charged for this. Some of these fees include “address correction fee”, “delivery reattempt” or even “return fees”.

4. Steps to take when facing parcel issue

Parcel Arrives Damaged

Step 1: Examine the item
Whether you’ve received a damaged box or only discover a broken item during the unwrapping moment, be hurry to take pictures in order to document the condition of the delivery as soon as it arrived, this includes:-

  • Photo of the outer and inner packaging  from different angles
  • Photo of the damaged item 

Step 2: Contact the sender immediately
Inform your sender about the parcel condition immediately and provides all the photos within the stated time frame for the courier companies.

Step 3: Wait patiently for the investigation result

The Investigation result might take around 2 – 3 months ( the time frame vary from case to case )  and courier has the rights to reject your claim due to:-

  • The packaging doesn’t meet your selected courier’s standard requirement
  • The parcel content has been listed as prohibited items
  • The report is submitted after the report time frame specified by couriers
  • Failed to provide the necessary documents

Take note: the claims will be submitted to the respective courier for further processing and EasyParcel has no control over the result finalized by your selected courier company. 

Missing Item In The Parcel

Step 1: Examine the item
Once you’ve received the parcel and find out there is an item missing, be hurry to take pictures in order to document the condition of the delivery as soon as it arrived, this includes:-

  • Photo of the outer and inner packaging  from different angles
  • Photo of all the items that you’ve received 
  • Measure the weight of your parcel (include packaging) and take a photo of the number on scale

Step 2: Contact the sender immediately
Inform your sender about the parcel condition immediately and provides all the photos within the stated time frame for the courier companies.

Step 3: Wait patiently for the investigation result

The Investigation result might take around 2 – 3 months ( the time frame vary from case to case )  and courier has the rights to reject your claim if:-

  • The shipment weight tally with the initial booked weight
  • There’s no torn / sign of damage on the packaging upon arrival
  • The parcel content has been listed as prohibited items
  • The claim submission has exceeded the report time frame
  • Failed to provide the necessary documents

Take note: the claims will be submitted to the respective courier for further processing and EasyParcel has no control over the result finalized by your selected courier company. 

Receive A Wrong Item 

Step 1: Examine the item
Once you’ve received the parcel and find out that different item from what you’re supposed to receive, be hurry to take pictures in order to document the condition of the delivery as soon as it arrived, this includes:-

  • Photo of the outer and inner packaging  from different angles
  • Photo of the wrong item in the parcel
  • Measure the weight of your parcel (include packaging) and take a photo of the number on scale

Kindly keep the packaging and also the wrong items as your selected courier might need to collect from you to carry out the investigation in further.

Step 2: Contact the sender immediately
Inform your sender about the parcel condition immediately and provides all the photos within the stated time frame for the courier companies.

Step 3: Wait patiently for the investigation result

The Investigation result might take around 2 – 3 months ( the time frame vary from case to case )  and courier has the rights to reject your claim if:-

  • The selected courier found out parcel content wrongly declared by the sender
  • The parcel content has been listed as prohibited items
  • The submission has exceeded the report time frame
  • Failed to provide the necessary documents

Take note: the claims will be submitted to the respective courier for further processing and EasyParcel has no control over the result finalized by your selected courier company.