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When you send something internationally, it doesn’t just move from A to B. It passes through customs checks in both the sending and receiving countries. Customs officers need to know exactly what’s inside, how much it’s worth, and whether it complies with the rules of that country.
Incorrect or missing documentation can result in:
Delays at customs checkpoints
Additional taxes or duties
Confiscation or return of the parcel
Fines for non-compliance
To ensure your parcel gets to its destination quickly and without hassle, it’s important to prepare the right paperwork. That’s where Xtra Mile Couriers can help—by offering tools and support to make sure every document is done properly.
Let’s take a closer look at each of the documents you may need when sending a package internationally with Xtra Mile Couriers.
The commercial invoice is the most important document for customs clearance. It includes:
Sender’s and recipient’s details
A detailed description of the goods
Quantity, unit price, and total value
Currency used
Purpose of shipment (e.g., sale, gift, return)
Country of origin of the goods
This document tells customs officers how much tax or duty may be due. It also helps them verify whether the items are allowed into the country.
Tip: Use clear descriptions. For example, say “women’s leather handbag” instead of just “bag.” Avoid vague terms.
The CN22 and CN23 are special forms used mainly for postal and small courier items.
CN22 is used for packages under £270.
CN23 is used for packages over £270 or heavier items.
They include information about the contents, value, and nature of the goods (sale, gift, sample, etc.). You’ll usually stick these to the outside of your parcel.
Tip: Make sure the value on this form matches your commercial invoice to avoid delays.
The packing list outlines what’s in the box. It’s similar to the invoice but doesn’t include prices. It details:
Each item in the box
The number of units
The weight and dimensions of each package
Packaging types (e.g., boxes, crates)
Tip: This is especially useful for shipments with multiple boxes. Customs agents use it to check packages efficiently.
This document certifies where the goods were made. Some countries require it for trade agreements, and it can affect the amount of duty you pay.
Tip: For some destinations, it must be signed by your local chamber of commerce. Ask Xtra Mile Couriers if it’s needed for your shipment.
These are government permits allowing you to ship or receive restricted items like:
Electronics
Military equipment
Pharmaceuticals
Precious metals
Alcohol or tobacco
Tip: Always research what items need a licence before sending. You can also ask our team for advice if you’re not sure.
These are the transport contracts between you and the carrier:
AWB is for air freight.
BOL is for sea freight.
They include shipment details like tracking numbers, flight information, ship details, and more. Xtra Mile Couriers usually provides this automatically.
Tip: Always check that the shipment details (weight, recipient info, etc.) are accurate.
A letter of instruction is optional but useful if you have special requirements. It might include:
Handling instructions (fragile, upright only, etc.)
Delivery preferences (e.g., call before delivery)
Customs directions (e.g., where to inspect items)
Tip: This is useful for items that are perishable, expensive, or fragile.
Depending on what you’re sending and where it’s going, you might need extra documentation. Here are a few common cases:
Needed for food items, live plants, and animal products. It confirms the item meets health and safety standards in the destination country.
Tip: Make sure the document is signed and stamped by the appropriate authority.
If you’re shipping batteries, chemicals, perfumes, or other hazardous items, this declaration is essential. It details the risks and how the item should be handled.
Tip: Special packaging may also be required for dangerous goods.
Some countries won’t accept certain items unless the recipient has an import permit. This is common for:
Electronics
Pharmaceuticals
Cosmetics
Personal care items
Tip: Ask your recipient to check with their local customs office if they need to obtain this before delivery.
At Xtra Mile Couriers, we’re committed to making international shipping simple and stress-free. Here’s how we support you with your documentation:
We provide templates for invoices, packing lists, and customs forms to help you fill them out correctly the first time.
Use our online checklist to verify that you’ve got all the necessary documents in place before dispatching your parcel.
Our trained staff can guide you through the requirements for different countries, products, and customs zones.
Once your parcel is on its way, you’ll receive real-time tracking updates so you know exactly where it is—and whether any action is needed.
Here are some quick pointers to help ensure smooth shipping every time:
Start preparing documents at least a day before shipping. Rushing at the last minute often leads to errors.
Ensure that values, weights, and item descriptions match across all documents.
Attach all documents to the package clearly, ideally in a plastic sleeve or wallet. This prevents loss or damage.
Customs regulations differ greatly from one country to another. Visit the official customs website or ask Xtra Mile for country-specific advice.
Always retain digital or printed copies of every document you submit. These come in handy for tracking, disputes, or audits.
Q: Can Xtra Mile Couriers fill out the documents for me?
We provide guidance and templates, but you’ll need to supply accurate item and value details.
Q: What if I forget a document?
Your package may be held at customs, returned, or incur extra charges. We’ll notify you if we notice anything missing before shipping.
Q: Do gifts need documentation too?
Yes. Even gifts require customs forms. You’ll need to describe the item and give an estimated value.
Q: What happens if the recipient doesn’t have the right documents?
They might need to get an import permit or pay duties. We can inform them about local requirements, but it’s good to prepare them in advance.
Now that you know exactly what documents are needed for international courier services, you’re ready to ship with confidence. Whether you’re sending personal items or commercial goods, getting your paperwork right is the first step to a successful delivery.
Xtra Mile Couriers offers a complete international shipping service with:
Professional document assistance
Real-time tracking
Country-specific advice
Easy-to-use online tools
Fast and secure global delivery
👉 Visit Xtra Mile Couriers today to create your shipment and let us guide you every step of the way.
Call us: +44 (0)20 3750 2330
Mail Us: info@xtramilecouriers.co.uk
Xtra Mile Couriers: Delivering Excellence Every Time
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