Shipping an international package: what you need to know

1. A complete and correct address

• A “correct address” is more than just a street name and city. Always include:
• Company or contact name of the recipient
• Street name + house number (and any additions)
• Postal code and city (exactly as used locally)
• Country name and the correct country code
• Phone number and email address of the recipient (required by many carriers and customs processes)

If one of these details is missing, a shipment is more likely to get stuck at sorting centers or customs.

2. A detailed description of the contents

Avoid vague descriptions such as “samples,” “parts,” or “products.” Clearly state for each shipment:

• What the product is
• What it is made of
• What it is used for
• Whether it concerns a sale, return, repair, or sample

This information is essential for customs inspections, correct HS classification, and tax determination.

3. Weight and dimensions

Measure and weigh the package carefully:

• Length, width, and height
• Gross weight (including packaging)
• Incorrect information often leads to additional charges afterwards or delays because a shipment needs to be reassessed.

4. The right packaging

International shipments pass through multiple handling points. Strong packaging is therefore crucial:

• Use a box suitable for the weight and type of product
• Protect fragile goods with cushioning materials
• Make sure the packaging can withstand stacking and shocks

Poor packaging increases the risk of damage, claims, and discussions about liability.

In short: the more complete and specific your information, the faster your shipment moves through systems, carriers, and customs processes—and the smaller the chance of delays or additional costs.

Common mistakes include:

• A commercial invoice that is missing or not signed
• A content description that is too general (“goods” or “samples”)
• An HS code that does not match the product
• An invoice value that does not match the actual value
• Missing documents for products with additional requirements (such as batteries, chemicals, or medical devices)

For an international shipment, you usually need (a combination of) the following documents:

• Commercial invoice: including sender, recipient, product description, value, and delivery terms
• Packing list: with quantities, weights, and packaging units
• HS codes: for correct customs classification and tariff determination
• Certificates of origin: if applicable, for example in preferential trade agreements
• Additional documents: depending on the type of goods and destination country

If any of these elements are incorrect, customs may hold the shipment for inspection. This results in delays, additional administration, and often extra costs.

Not everything can simply cross a border. Each country has its own regulations, and they are often stricter than expected—especially for goods related to safety, health, or regulations.

Here are some common examples:

United States (US)

The US strictly monitors products that fall under safety or health regulations.

• Batteries (especially lithium): often classified as dangerous goods. This means UN classifications, packaging and labeling requirements, and sometimes carrier approval are required. Without this, the shipment may be refused or removed.
• Food, cosmetics, and medical products: these are often subject to additional checks because they fall under authorities such as the FDA. Missing product information or unclear descriptions can quickly result in a hold.

What you should do: provide a clear product description (material/use), the correct HS code, the correct value, and for batteries or sensitive goods: check the DG classification and required labels/documents.

China

China has strict rules regarding certification and product descriptions.

• Electronics: some product groups require certification (such as CCC) or additional compliance information. Without it, the shipment may be delayed or returned.
• Books or printed materials: these may be stopped if the content is considered sensitive. Promotional materials are sometimes inspected more closely.

What you should do: describe electronics specifically (type, brand/model, application), add certification information where necessary, and avoid vague labels such as “electronics” or “documents.”

United Kingdom

Since Brexit, full customs procedures apply and checks on certain product groups have become stricter.

• Animal products and food: these may fall under SPS rules (sanitary/phytosanitary), which may require additional documentation or certificates.
• Certain materials or metals: these may be subject to additional inspections regarding origin, product description, or regulations for controlled goods.

What you should do: ensure that the invoice, HS code, and product description are exactly correct. Communicate in advance who will pay the import VAT and clearance costs, and check whether certificates are required for food or animal-based goods.

Scandinavia

Scandinavian countries are known for strict enforcement regarding chemicals, hazardous materials, and product safety. Also note that Norway is outside the EU, which means customs clearance is always required.

• Chemicals / hazardous substances: these often fall under ADR or IATA regulations (classification, UN number, packaging group, labeling).

What you should do: provide safety documentation (SDS/MSDS), check the DG classification, and ensure correct packaging and labels.

If you are unsure whether your product can be imported, check this beforehand or ask TFF to review it with you. A quick check of the product description, HS code, and possible certificates can prevent your shipment from being stuck at customs for days.