10 Key Considerations for International Shipping: Your Essential Checklist

International shipping can feel overwhelming, especially if you’re doing it for the first time. But here’s the good news: a successful international shipment is all in the planning. Taking just a few minutes to run through a checklist of key considerations can save you time, money, and a lot of potential headaches.

Whether you’re an individual sending a gift overseas, a small business owner exploring new markets, or an e-commerce seller expanding globally, this comprehensive checklist will help ensure your international deliveries go smoothly.

The 10-Point International Shipping Checklist

1. Prohibited & Restricted Items: Is Your Item Allowed?

Before anything else, verify that your item can legally enter the destination country. Every country has its own list of prohibited and restricted items, and shipping something that’s not allowed can result in:

• Package seizure by customs
• Heavy fines
• Legal complications
• Permanent blacklisting from carriers

Common prohibited items include:

• Weapons and ammunition
• Flammable liquids and gases
• Certain foods and agricultural products
• Medications (without proper documentation)
• Currency and negotiable instruments
• Adult content or materials deemed offensive

Action step: Check both your carrier’s prohibited items list and the destination country’s customs website. When in doubt, contact the carrier directly.

2. Customs Duties & Taxes: Who Pays What?

One of the biggest surprises in international shipping is unexpected customs charges. Understanding who’s responsible for these fees prevents unpleasant surprises and refused deliveries.

Key considerations:

• DDU (Delivered Duty Unpaid): Recipient pays customs charges
• DDP (Delivered Duty Paid): Sender pays all charges upfront
• Duties can range from 0% to over 50% of the item’s value
• Additional taxes may include VAT, GST, or local sales taxes

Pro tip: For gifts or low-value items, check if they qualify for duty-free exemptions. Many countries allow gifts under a certain value (typically $50-100) to enter duty-free.

3. Accurate Documentation: Your Shipment’s Passport

Incomplete or incorrect documentation is the number one cause of customs delays. Your commercial invoice is particularly crucial—think of it as your package’s passport.

Essential documentation includes:

• Commercial Invoice: Must include item description, quantity, value, country of origin
• Customs Declaration Form: Required for all international shipments
• Certificate of Origin: Sometimes required for commercial shipments
• Special permits: For restricted items like electronics or cosmetics

Documentation best practices:

• Be specific in descriptions (not “gift” but “cotton t-shirt”)
• Declare accurate values (under-declaring can lead to penalties)
• Include HS codes for commercial shipments
• Keep copies of all documents

4. Correct Recipient Details: More Than Just an Address

International addresses can be complex, and missing information can doom your shipment. Unlike domestic shipping, you need comprehensive recipient details.

Must-have information:

• Full name (as it appears on ID)
• Complete street address with apartment/suite numbers
• City/town and state/province
• Postal/ZIP code
• Country (written in English)
• Local phone number (crucial for delivery attempts)
• Email address (for tracking updates)

Important note: Some countries require additional identifiers like tax ID numbers (e.g., CPF in Brazil, RFC in Mexico) for customs clearance.

5. Sturdy Packaging: Built for the Journey

International packages travel thousands of miles through multiple handling points. Your packaging needs to withstand:

• Multiple loading and unloading cycles
• Varying weather conditions
• Pressure changes in aircraft cargo holds
• Extended transit times

Packaging guidelines:

• Use new, strong corrugated boxes
• Leave 2-3 inches of cushioning on all sides
• Double-box fragile items
• Use quality packing tape on all seams
• Consider waterproof packaging for sensitive items
• Remove old labels and markings

Remember: Poor packaging isn’t just about damage—customs officials may inspect poorly packaged items more thoroughly, causing delays.

6. Accurate Weight & Dimensions: The Foundation of Fair Pricing

Carriers determine shipping costs using both actual weight and dimensional weight (size). Inaccurate measurements lead to:

• Incorrect quotes
• Surprise charges after shipping
• Potential delivery refusal

Measurement tips:

• Weigh packages after packing (including all materials)
• Measure to the nearest inch/centimeter
• For irregular shapes, measure the longest points
• Round up, never down
• Consider that packages may expand during transit

Dimensional weight formula: (Length × Width × Height) ÷ Dimensional factor (usually 5000 for international)

7. Service Speed: Express vs. Economy

Choosing between express and economy shipping isn’t just about cost—it’s about aligning service with your needs.

Express Shipping (2-5 days):

• Best for time-sensitive items
• Usually includes better tracking
• Often gets priority customs clearance
• Costs 2-3x more than economy
• Ideal for documents, samples, urgent orders

Economy Shipping (7-21 days):

• Significant cost savings (40-60% less)
• Suitable for non-urgent shipments
• May have limited tracking
• Higher risk of delays
• Perfect for books, clothing, non-perishables

Consider: Some items (like batteries or liquids) may only be allowed on certain service types.

8. Insurance: Protecting Your Investment

International shipping insurance isn’t just about protecting against loss—it covers damage, theft, and even some customs-related issues.

When to insure:

• Items valued over $100
• Fragile or electronic items
• One-of-a-kind or irreplaceable items
• Commercial shipments
• Shipments to high-risk destinations

Insurance considerations:

• Carrier liability is limited (often $100 or less)
• Document item value with receipts or invoices
• Take photos before shipping
• Understand what’s covered (and what’s not)
• File claims promptly if issues arise

9. Tracking: Visibility Throughout the Journey

International tracking provides peace of mind and helps you manage customer expectations. However, tracking quality varies significantly.

What to look for:

• End-to-end visibility (not just to the border)
• Real-time updates
• Customs clearance status
• Estimated delivery dates
• Local language tracking in destination country

Tracking limitations:

• Some economy services offer limited tracking
• Postal services may not track after customs
• Rural areas might have less frequent updates

Pro tip: Share tracking information with recipients so they can monitor local delivery attempts.

10. Comparing Carrier Options: Finding Your Best Match

Not all international carriers are created equal. The “cheapest” option isn’t always the best value.

Factors to compare:

• Total cost (including potential customs fees)
• Delivery timeframes and reliability
• Geographic coverage and expertise
• Customer service availability
• Claims process and history
• Technology and tracking capabilities
• Pickup options

Questions to ask:

• Do they deliver to your specific destination?
• What’s their on-time delivery rate?
• How do they handle customs clearance?
• What’s their claims process like?
• Do they offer volume discounts?

Regional Considerations: Know Your Destination

Different regions have unique requirements and challenges:

European Union

• Simplified customs within EU countries
• GDPR compliance for customer data
• VAT registration may be required for frequent shippers
• Strong consumer protection laws

United States

• Strict security screening (especially from certain countries)
• State-specific regulations for some items
• De minimis value of $800 (duty-free threshold)
• Requires detailed advance electronic information

Asia-Pacific

• Widely varying customs procedures
• Some countries require special licenses
• Language barriers can complicate delivery
• Rising e-commerce regulations

Middle East

• Religious and cultural restrictions on content
• Often requires very detailed descriptions
• Some countries have limited address systems
• May require additional documentation

Common International Shipping Mistakes to Avoid

1. Assuming domestic shipping knowledge applies internationally
2. Underestimating delivery times
3. Using inadequate packaging
4. Providing vague item descriptions
5. Ignoring customs regulations
6. Choosing carriers based solely on price
7. Not keeping documentation copies
8. Forgetting about returns logistics
9. Overlooking insurance for valuable items
10. Not communicating with recipients

Technology Tools for Smoother International Shipping

Modern platforms and tools can significantly simplify international shipping:

• Address validation tools: Ensure accuracy before shipping
• Duty calculators: Estimate customs charges in advance
• Multi-carrier platforms: Compare options easily
• Documentation generators: Create compliant paperwork
• Tracking aggregators: Monitor shipments across carriers

Conclusion: Your International Shipping Success Starts Here

International shipping doesn’t have to be complicated. By working through this 10-point checklist before each shipment, you’ll avoid the most common pitfalls and ensure smooth deliveries to destinations worldwide.

Remember:

• Check prohibited items first
• Get documentation right
• Package properly for the journey
• Choose the right service level
• Compare your carrier options

The key to successful international shipping is preparation. A few extra minutes spent planning can save hours of hassle and hundreds of rupees in unexpected costs.

Ready to simplify your international shipping? CourierBook helps you manage all these considerations in one platform. From comparing international carriers and calculating duties to generating proper documentation and tracking shipments worldwide, we make global shipping as easy as domestic delivery.

Start shipping internationally with confidence at CourierBook - where smart planning meets seamless execution.