Carrier, route, destination and regulatory requirements can change. Reconfirm before handover.
International Shipping Guide
Prepare the critical data correctly from quotation to delivery
Accurate product, package, declaration and address data determines route availability, quote accuracy and customs readiness. Use this checklist for a first shipment and again before every handover.
This guide prepares data; every shipment still needs review
If actual weight or dimensions differ from the quote, chargeable weight and surcharges may change.
Product, quantity, value, material, use and brand must match the cargo and documents.
01 / Quote Data
Six data groups make a quote executable
A weight and country alone rarely confirms a route. Send the fields below together to reduce follow-up questions.
| Field | Provide | Why it matters |
|---|---|---|
| Destination | Country, city, postcode, airport/port or full address | Checks route, remote area, clearance and last mile |
| Product and attributes | Product, material, use, brand, model and sensitive attributes | Checks restrictions, declaration and carrier conditions |
| Package data | Pieces, unit weight, unit dimensions, total volume and pallets | Calculates chargeable weight and size surcharges |
| Commercial declaration | Quantity, unit/total value, currency and HS code reference | Pre-checks export, import and tax responsibilities |
| Delivery requirement | Port/warehouse/door, B2C/B2B, FBA, appointment and unloading | Defines post-clearance transport and milestone |
| Timing and contact | Cargo-ready date, target window, company, person, phone/email | Checks available schedule and enables written confirmation |
Quote message template
Country/postcode: ; product/material/use: ; battery, liquid, powder or brand: ; pieces: ; unit weight and dimensions: ; declared value: ; address type: ; cargo-ready date: ; contact: .
02 / Packing and Measurement
Measure the final outer packaging, not the bare product
All numbers should describe handover-ready packaging. Bulges, pallets, corner protection and crates change dimensions. If remeasurement differs from the quote, actual data and route rules apply.
Actual weight
Weigh every finished package and record unit and total gross weight. Do not substitute product net weight or an estimate.
Outer dimensions
Measure length, width and height at the furthest outer points. Use the maximum bounding dimensions for irregular cargo.
Cubic volume
Unit volume (m³) = L(cm) × W(cm) × H(cm) ÷ 1,000,000. Add all units for total volume.
Volume weight
Volume weight normally uses L × W × H divided by a route-specific divisor. Express, air and dedicated-line divisors vary; use the confirmed quote rule.
Chargeable weight often starts with the higher of actual and volume weight, but minimums, rounding, unit-level and shipment-level methods differ. Oversize, overweight, non-stackable and pallet cargo may have separate charges.
03 / Declaration and Documents
Commercial documents must explain the product to someone unfamiliar with it
Broad descriptions such as accessories, samples or gifts are usually insufficient. State the specific product, material, use, quantity and reasonable value, consistently across cargo, labels, orders and payment records.
Commercial invoice
- Seller, buyer or trading-party details
- Specific product, material, use and model
- Quantity, unit/total price, currency and trade term
- Country of origin and HS code reference where applicable
Packing list
- Packages, packaging type and carton marks
- Quantity, gross/net weight and dimensions by package
- Total quantity, weight and volume
- Pallet, crate or special packaging notes
Product-specific evidence
- Battery data, MSDS, transport tests or reports
- Ingredients, labels, use and brand authorization
- Destination permits, certifications, importer or tax data
- Other evidence requested by carrier, customs or regulator
The responsible qualified party should classify HS code, tax and market access from the actual product. A logistics provider may help organize and pre-check data but does not replace customs classification or the shipper's truthful declaration duty.
04 / Cargo Pre-review
Separate standard, review-required and prohibited cargo
Never hide undeclared sensitive attributes inside standard cargo. Early disclosure is necessary to assess packaging, evidence, transport and destination restrictions.
Standard data still required
Ordinary apparel, non-powered household goods and general machine parts still require material, use, brand and declaration review.
Submit accurate product, image, material, use, quantity, value and package data.Shipment-specific review required
Batteries, liquids, powders, pastes, magnetic goods, cosmetics, perfume, food, supplements, e-cigarette related and branded products.
Provide specification, ingredients, labels, images and reports, then wait for written acceptance before handover.Legally or operationally prohibited
Items prohibited by applicable law, customs, aviation/ocean safety rules or the confirmed carrier.
Do not hand over or conceal the item. Submit full data first if uncertain. Prohibited goods are not accepted.A statement that sensitive cargo is available applies only to the reviewed product, quantity, packaging, route and destination. It is not permanent unconditional acceptance for an entire category.
05 / DDU and DDP
Write down customs and tax responsibility
DDU remains widely used as a market label, but the formal contract should use a trade term accepted by both parties. Do not infer responsibility from the words tax included alone.
| Topic | Common DDU / DAP focus | Common DDP focus |
|---|---|---|
| Import clearance | Recipient/importer cooperation or responsibility is normally defined | Seller normally arranges it, but lawful importer and accurate data remain necessary |
| Duties and import tax | Destination recipient normally pays actual charges | Written quote defines inclusion, estimates and adjustment rules |
| Data obligation | Shipper still provides complete truthful declaration data | Shipper has the same product compliance and data duty |
| Exception cost | Inspection, storage and return follow responsibility and events | Not every exception, penalty or unforeseen charge is automatically included |
| Final authority | Contract, quote, documents and destination law | Contract, quote, documents and destination law |
No trade term changes a customs decision or makes prohibited, infringing, misdeclared or non-compliant goods lawfully importable.
06 / FBA and Overseas Warehouses
Warehouse receiving rules are part of the transport plan
The same address does not mean the same inbound conditions. Confirm platform, warehouse, appointment, label, pallet and rejection rules before quotation and booking.
- Inbound identity
- Warehouse code, full address, Shipment ID, Reference ID and required appointment references.
- Carton labels
- Label size, position, scan quality, old-label coverage and multi-carton numbering.
- Cartons and pallets
- Unit limits, pallet specification, height/weight, wrapping, corners and stackability.
- Appointment and receipt
- Booking party, window, opening hours, unloading, POD and rejection handling.
- Difference handling
- Warehouse change, split shipment, reschedule, shortage, damage or label exception authority.
A logistics provider can arrange transport and appointment support from confirmed data, but the platform and actual receiving event determine final acceptance, check-in and inventory availability.
07 / Pre-handover Check
Complete eight checks before cargo leaves the shipper
- 01Cargo matches
Product, model, quantity and reviewed evidence match; do not add unreviewed SKUs.
- 02Packing finished
Carton, pallet, crate, protection and sealing fit the cargo and transport mode.
- 03Weight and size
Record final unit weight/dimensions, total pieces and volume; report any change.
- 04Labels clear
Receiving labels, carton marks, barcodes and handling marks are correct and scannable.
- 05Documents align
Invoice, packing list, declaration and system data use the same product, quantity and value.
- 06Address complete
Country, state, city, postcode, street, number, contact and phone are complete.
- 07Charges defined
Confirm currency, validity, chargeable weight, inclusions, surcharges, tax and exceptions.
- 08Evidence retained
Keep packing, label, weighing, handover, document-version and written-confirmation records.
08 / Exception Handling
Identify the event before choosing an action
Provide the tracking number and evidence first. Avoid conflicting instructions through multiple channels. Address correction, redelivery and return often have strict deadlines.
| Exception | First action | Evidence | Important |
|---|---|---|---|
| Tracking has not updated | Check master, last-mile number and last physical event | Numbers, handover record and latest tracking | No update does not automatically mean loss; investigate the responsible stage |
| Customs asks for data or inspects | Identify missing data and submission deadline | Invoice, packing list, product and payment/order proof | Data must remain accurate; customs decisions are outside logistics control |
| Address error or delivery failure | Ask whether correction or redelivery is still available | Complete address, recipient phone and order proof | Correction, redelivery and storage may be charged |
| Refusal, return or disposal | Obtain options, cost and decision deadline | Written instruction, cargo value and return address | The process may become irreversible after it starts |
| FBA/warehouse rejection | Check appointment, label, packing and reason | Appointment, POD, carton photos and platform notice | May require rebooking, relabeling, transfer or return |
09 / FAQ
Common questions before shipping
Can I get a quote without exact dimensions?
A directional estimate is possible, but formal charging and route confirmation should use final package weight and dimensions. Differences can change product selection, chargeable weight and surcharges.
Does a DDP quote always include every tax and fee?
No. Review the written inclusion and adjustment rules for duties, tax advances, inspection, storage, remote area and other destination charges.
Can sensitive cargo be handed over when a route exists?
No. Submit the exact product, attributes, quantity, packaging, reports and destination, then obtain written acceptance for that shipment.
Can a customs hold always be resolved?
No. A logistics provider may verify notices, coordinate evidence and follow up, but authorities decide release, return, penalty or disposal.
When should FBA details be provided?
Provide warehouse and address type during quotation, then final Shipment ID, Reference ID, carton labels and appointment data before booking and handover.
How can I reduce delivery failure?
Use a complete recipient-confirmed address, postcode, name and phone. Check business/residential type, opening hours, access, appointment and unloading.
When the data is ready, route review can begin
Submit the accurate product, cargo attributes, final package data, declared value and destination. A formal quote should state charging basis, validity, inclusions, possible surcharges and service boundaries.