7 Common International Shipping Mistakes (and How to Avoid Them)

International shipping can be a minefield of potential errors that turn a simple package delivery into a costly, time-consuming ordeal. Whether you’re a first-time exporter, an e-commerce seller expanding globally, or a small business owner venturing into cross-border trade, understanding these common international shipping mistakes can save you hundreds of dollars in fees, weeks of delays, and countless headaches.

The good news? Most international shipping problems are entirely preventable with the right knowledge and preparation. A small investment in understanding proper procedures can protect your packages from getting stuck in customs, returned to sender, or hit with unexpected charges.

In this guide, we’ll walk through the seven most frequent international shipping pitfalls and provide you with clear, actionable solutions to avoid each one.

1. Mistake: Incorrect or Incomplete Paperwork

The commercial invoice is the backbone of international shipping, yet it’s where most beginners make critical errors. Missing fields, unclear product descriptions, or inconsistent information can trigger customs delays or package returns.

Common paperwork errors include:

• Leaving required fields blank on the commercial invoice
• Providing vague product descriptions like “gift” or “merchandise”
• Inconsistent information between the shipping label and invoice
• Missing sender or recipient business registration numbers when required
• Incorrect currency conversions or missing currency specifications

How to Avoid It:

Double-check every field on your commercial invoice before shipping. Include detailed product descriptions that clearly explain what the item is, its material composition, and intended use. For example, instead of writing “clothing,” specify “100% cotton men’s t-shirt, size medium, casual wear.”

Ensure all information matches across your shipping documents. If your package weighs 2.5kg on the shipping label, it should match the weight listed on your commercial invoice. Keep digital copies of all documentation for your records and future reference.

2. Mistake: Wrongly Declaring the Value

Declaring an incorrect value is one of the most serious international shipping mistakes. Whether you undervalue items to reduce duties or accidentally overstate their worth, customs authorities take value declarations seriously and violations can result in significant fines.

Undervaluing packages might seem like a way to help recipients pay lower import duties, but it’s illegal and can lead to:

• Package seizure by customs
• Heavy fines for both sender and recipient
• Permanent flagging for future shipments
• Insurance claims being denied

How to Avoid It:

Always declare the true, accurate market value of your items. Use the actual selling price if it’s a commercial shipment, or the fair market value for gifts and personal items. If you’re unsure about valuation, research similar products online or consult with your courier service.

Keep receipts and proof of value for all shipped items. This documentation can be crucial if customs officials question your declared values. Remember, honest declarations protect both you and your recipients from legal complications.

3. Mistake: Using the Wrong HS Code

Harmonized System (HS) codes classify products for international trade, determining applicable duties, taxes, and regulations. Using incorrect HS codes is a common mistake that can lead to customs delays, incorrect duty calculations, or package rejection.

Many shippers either:

• Skip HS codes entirely
• Guess at codes without proper research
• Use outdated or incorrect codes
• Apply the same code to different products

How to Avoid It:

Use official HS code lookup tools or consult with your courier service to find the correct product classification. Most countries provide online databases where you can search for appropriate codes by product description or category.

When in doubt, choose the most specific code available rather than a general category. For complex or unique products, contact the destination country’s customs authority for guidance. Many courier services also offer HS code assistance as part of their international shipping support.

4. Mistake: Poor Packaging

International packages face much rougher handling than domestic shipments. They travel through multiple facilities, undergo various security screenings, and often spend weeks in transit. Poor packaging leads to damaged goods, disappointed customers, and potential insurance claim denials.

Common packaging mistakes include:

• Reusing old, weakened boxes
• Insufficient cushioning materials
• Leaving empty space that allows items to shift
• Using inappropriate materials for the product type
• Inadequate sealing or reinforcement

How to Avoid It:

Always use new, sturdy boxes appropriately sized for your items. Fill empty spaces with appropriate cushioning materials like bubble wrap, foam peanuts, or air pillows. Wrap fragile items individually and ensure they can’t move within the package.

Use high-quality packing tape and seal all seams thoroughly. Consider double-boxing for extremely fragile or valuable items. Test your packaging by gently shaking the sealed box – you shouldn’t hear items moving around inside.

5. Mistake: Shipping Prohibited or Restricted Items

Every country maintains lists of prohibited and restricted items that cannot be imported or require special permits. Attempting to ship these items can result in package confiscation, fines, and potential legal issues.

Common restricted items include:

• Lithium batteries (especially standalone batteries)
• Certain cosmetics and personal care products
• Food items and supplements
• Electronics requiring local certifications
• Textiles and clothing in some countries
• Items containing magnets or other materials

How to Avoid It:

Always check the destination country’s prohibited and restricted items list before shipping. This information is typically available on the destination country’s customs website or through your courier service.

When in doubt, contact the destination country’s customs office directly for clarification. Some items may be allowed with proper documentation or permits, while others are completely banned. Keep records of your research in case questions arise later.

6. Mistake: Not Accounting for Duties and Taxes

Import duties and taxes are the recipient’s responsibility in most international shipments, but many senders fail to inform recipients about these potential costs. This leads to surprised recipients, refused packages, and return shipments.

Recipients may face:

• Import duties based on product category and value
• VAT or sales tax in the destination country
• Customs processing fees
• Storage fees if packages aren’t collected promptly

How to Avoid It:

Research the typical import duties and taxes for your products in the destination country. Many countries provide duty calculators on their customs websites. Inform recipients about potential charges before shipping, including estimated amounts when possible.

Consider using shipping services that allow pre-payment of duties and taxes, such as DDP (Delivered Duty Paid) options. While more expensive upfront, these services can prevent delivery delays and ensure a smooth recipient experience.

7. Mistake: Incomplete Address or Missing Phone Number

International addresses follow different formats than domestic ones, and missing information can lead to delivery failures, returns, or packages sitting in customs indefinitely.

Critical address components often missed:

• Local phone numbers for the recipient
• Postal or ZIP codes in the correct format
• State, province, or region information
• Building or apartment numbers
• Proper country name formatting

How to Avoid It:

Always include a complete, local contact phone number for the recipient. This number is crucial for customs clearance and delivery coordination. Verify the address format requirements for the destination country, as some countries have specific formatting rules.

Use the official country name as recognized by international postal services. Double-check postal codes and ensure all address components are complete and accurate. Consider asking recipients to provide their address in both English and local language when applicable.

Preventing International Shipping Issues: Your Path to Success

Avoiding these common international shipping mistakes isn’t just about following rules – it’s about ensuring your packages reach their destinations quickly, safely, and without unexpected costs. Each mistake prevented saves time, money, and maintains the trust of your international customers or recipients.

The key to successful international shipping lies in preparation, attention to detail, and working with experienced partners who understand the complexities of cross-border trade. By taking time to verify documentation, research requirements, and properly prepare your shipments, you’re investing in smooth, successful deliveries.

Ready to ship internationally with confidence? CourierBook provides comprehensive support for international shipping, including documentation assistance, HS code guidance, and access to reliable international courier services. Our platform helps you avoid these common pitfalls with clear booking processes, detailed requirement checklists, and expert support every step of the way.

Start your successful international shipping journey today with CourierBook – where expertise meets convenience for all your global shipping needs.