How to handle the paperwork and documentation required for international shipping

How to handle the paperwork and documentation required for international shipping

September 6, 2023

- By Jip Verduijn

Moving abroad can be an exciting yet unnerving experience. It comes with its share of challenges, especially when it comes to the paperwork and other documents requirements for internationally shipping goods. But don't let that overwhelm you! Whether you are relocating for work or personal reasons, knowing how to handle all the required documents will make your transition much smoother. In this blog post, we'll give you a clear overview of what type of papers and documents you'll need (because some countries require other papers and documents then others) and steps on how to complete the large list of documents quickly before embarking on your new journey!

Read the following subjects if you want to know how to handle your paperwork: 

  • Understand the terminology used in international shipping

  • Research customs regulations for the destination country

  • Gather the documentation required for your shipment

  • Set up a payment system with your shipper

  • Familiarize yourself with the process of tracking your shipment

  • Make sure you have insurance coverage for any damage

  • Stay organised: keep copies of all your shipping documents

Understand the terminology used in international shipping

When it comes to shipping internationally to your particular country, relevant customs and broker regulations can be a bit of a difficulty to research. But fear not, with a little understanding of relevant regulations and the terminology used by customs officials, you'll be able to navigate the shipping world. Terms such as "clear customs," "bill of lading, ''international air transport association '', ''declared value '' and "customs clearance" may seem challenging, but they are essential to understand for successful shipping goods. Don't let the lingo of customs officials and government agencies intimidate you, take the time to learn and you'll be on your way to becoming an international shipping pro. And remember, if you ever have questions or need assistance, reach out to the experts in the field from a shipping company. 


Research customs regulations for the destination country

When shipping dangerous goods, such as hazardous materials to a new country, it's important to do your research and understand the special packing list instructions that are in place with the export process. While it may seem like a difficult task, the effort you put in will pay off in the end. You'll be able to ensure that your dangerous goods shipment arrives smoothly and avoid any unnecessary fines or delays.

Take the time to get familiar with the specific guidelines of the foreign countries you're shipping dangerous goods to, such as which items may be restricted or prohibited in the packing list. With this knowledge, you can confidently navigate the dangerous goods export process and get your items on the packing lists where they need to go. It may require some extra effort, but the peace of mind that comes with being prepared is priceless.

Gather the international documentation required for your shipment

When it comes to shipping dangerous goods or medical devices to your destination country, it's important to make sure you have all the necessary documents in order to prevent any delays or complications. This includes items such as your next buyer's bank or company letterhead, an airway bill, bill of lading (as with domestic shipments) and all the other export information. It may also be useful to use the services of a freight forwarder. A freight forwarder is someone who organizes the sending of goods from one place to another and this goes hand in hand with the shipper's letter.

It may seem like a formidable task to gather and organize all the detailed information about proper documentation, but don't worry, it's easier than you think! Start by checking with your next shipper's letter or buyer's bank letter to see what specific export documents (such as export license and insurance certificate) you need on the basis of your packing list, then set aside some time to round them up. Trust us, taking the time to gather and organize your documents can make all the difference in ensuring your shipment arrives at its destination smoothly.

Set up a payment system with your shipper

Setting up a payment system with your shipping company can save you a lot of headaches down the road. The process may seem tiring, but it’s well worth it. Once you have everything in place, you can make payments quickly and efficiently. Do your research beforehand and make sure you know exactly what you’re getting into, and keep your evidence, an important document such as the original bill, in your own documentary collection. Don’t be afraid to ask questions about things such as the free trade agreements or negotiate. Remember, having a reliable payment system in place is key to smooth sailing!

Familiarize yourself with the process of tracking your shipment

When it comes to receiving a package, nothing is quite as exciting as tracking its exported goods to your doorstep. While the process of tracking a shipment may seem difficult at first, it's actually quite simple and can provide a sense of ease throughout the delivery process. By familiarizing yourself with the process, such as getting to know your freight forwarder, you can gain more control over your package and feel more confident in its safe arrival. So, why not take a few minutes to learn how to track your shipment? Not only will you feel more connected to your shipment, but you'll also be able to plan your day around its expected arrival.

Make sure you have insurance coverage for any damage

When preparing for a move or shipment with your packing list, it's essential to make sure you have an insurance policy for any damage that may occur during transit. While it may seem like an added cost, having an insurance certificate of origin can save you from significant financial losses and provide peace of mind. When looking for coverage, consider your needs and the type of items on the packing lists being transported. Don't hesitate to ask questions and read the policy thoroughly before committing to it.

Remember, accidents can happen, but having the right coverage can be a key difference since you're protected and prepared for the unexpected. Take the necessary steps to protect your belongings during transit and rest easy knowing you've taken all precautions, such as keeping your special documentation save. Also be extremely aware of the future date of your shipment, and listen well to any special instructions. Always keep documentary evidence and keep that in your documentary collection, which will be talked about in the next topic.

Stay organized: keep copies of all your shipping documentations

International shipping is a complicated task that requires research and preparation in order to ensure success, both with air carriers (which contains an airway bill) and with ocean shipments (which contains an ocean bill). However, with the right steps, it can be a rewarding experience. Taking the time to familiarize oneself with the terminology, customs regulations, documents that are required, payment options, a freight forwarder and tracking process of an international shipment makes this journey much less daunting. Furthermore, ensuring insurance coverage for all shipments is paramount in international trade in order to guarantee protection against potential damages or complications during transit. With all these elements accounted for and the support of a reliable shipper you are sure to have a successful international trade and shipping experience. Start your international trade journey today and make sure you reach your destination!



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