Separate the label from the declaration
A transport label identifies the shipment and tells the network where to route it. Customs information tells authorities what the goods are, what they are worth, where they originated and why they are moving. A correct address cannot compensate for an inaccurate contents declaration.
Start with the carrier’s booking instructions for the particular route. Some postal shipments use CN22 or CN23 declarations, while courier shipments may require commercial or pro forma invoices and electronic customs data. The appropriate document depends on the operator, service, contents and applicable rules. Do not select a form solely because it appeared in an old example online.
Describe each item precisely
Use a plain description that identifies the object, its material and its intended use when relevant. “Adult cotton T-shirt” is more informative than “clothes”; “stainless steel kitchen spoon” is more useful than “accessory”. Avoid generic descriptions such as “stuff”, “sample” or “gift” as a substitute for saying what is inside.
Itemise different goods rather than grouping everything under one vague line. Check quantities, unit values, total values and the stated currency. If you are returning an item or sending it for repair, explain the purpose accurately and investigate the relevant procedure. Simply writing “return” does not guarantee relief from duty or tax.
Keep value and origin truthful
Customs value is not the same as the transport charge or a carrier’s compensation limit. Follow the applicable valuation rules and retain evidence supporting your figures. A gift or used item can still have a declarable value. Do not enter zero merely because no sale occurred, and never reduce a value to try to avoid charges.
Country of origin generally concerns where goods were produced or sufficiently transformed under the relevant rules, not simply the country from which you post them. Different goods in one box can have different origins. If the form requests an HS commodity code, research the correct classification rather than guessing from a loosely similar product.
The World Customs Organization maintains the Harmonized System framework. National tariff systems can extend the classification and attach destination-specific measures. An HS code found on a supplier’s invoice is a useful lead, but it should still be checked for the goods and import destination.
Prepare a route-specific document bundle
- Recipient and sender names, full addresses and required contact details.
- Accurate item descriptions, quantities, weights and declared values.
- Currency, origin information and classification where required.
- Reason for shipment and invoice or other supporting evidence.
- Required identification, permits or tax references, supplied through a secure official channel.
- Agreed responsibility for import charges and any clearance fees.
Requirements may differ for private senders and businesses. An EORI number, VAT information or other registration can be relevant in some jurisdictions, but none is a universal requirement for every parcel. Check official instructions for the actual transaction. Avoid putting unnecessary identity details on an exposed document.
Confirm who handles import charges
Discuss possible duty, tax and carrier clearance charges with the recipient before dispatch. A parcel described as a gift is not automatically exempt. Reliefs, thresholds and exclusions depend on local rules and can change. Use official destination guidance rather than a generic worldwide threshold.
If a seller uses trade terms such as Incoterms, those terms need to match the transaction and the chosen transport arrangements. A word on an invoice cannot make an unsupported billing option available. Confirm with the carrier who may be invoiced and what happens if the recipient declines payment.
Make digital and physical copies agree
Some services accept electronic trade documents; others require documents in an external pouch or a particular number of copies. Follow the instructions produced for your shipment. Ensure the electronic declaration, invoice and label are consistent, and keep a secure copy for later questions. Sign and date documents where instructed.
For current official guidance, consult the World Customs Organization, UK government import guidance, U.S. Customs and Border Protection or the destination’s own authority. This is general information, not customs, tax or legal advice.