Why Proper Shipping Documentation Matters
Every international shipment requires accurate documentation. If there are mistakes, the parcel may:
get stuck at the warehouse or customs,
be subject to inspection,
be returned to the sender,
result in fines or additional fees.
Correct documentation = fast and smooth logistics process.
Key Elements of Proper Documentation
1. Accurate and complete address
Recipient’s name (in Latin letters, as in passport/documents)
Street, building, apartment number
City, postal code
Country
Recipient’s phone number
➡️ Make sure the postal code is correct — it affects routing and delivery speed.
2. Item description
Each product must be described:
in English (or the recipient country's language),
including quantity, weight, and purpose (e.g., “men’s cotton T-shirt, 2 pcs”).
Avoid vague terms like “gift” or “goods” — they raise suspicion.
3. Declared value
Provide the true value of the contents.
Overstating may lead to extra duties, understating — to delays or fines.
Even for gifts, an estimated value must be declared.
4. Packaging
Strong box or envelope suitable for the item’s weight and fragility
Secure sealing (tape, seal)
No old labels or tracking codes (if box reused)
Additional documents
Invoice (especially for commercial shipments): includes item list, value, sender/recipient details
Export declaration (if required)
Certificates or licenses — for specific items (electronics, cosmetics, food, etc.)
Common Mistakes to Avoid
Incomplete address or missing phone number
Vague or non-English descriptions
No invoice for commercial shipments
Poor or weak packaging
Misrepresenting value or item purpose
How We Help
When you ship through our service, we:
guide you through the required fields,
verify address and contents,
generate documents automatically,
handle labeling and packaging at the warehouse.
Templates and API-based automated forms are available for both individual and business clients.
Summary
Proper documentation ensures fast and reliable delivery.
Spending a few extra minutes to prepare everything correctly helps you avoid delays, losses, and surprises.
When in doubt — ask your logistics provider or use an automated service.