International Shipping Checklist

Pull the destination country's current import rules — many countries restrict cosmetics, supplements, electronics, and food. EU and UK have separate rules post-Brexit; check VAT thresholds and country-specific marking requirements (CE for EU, UKCA for UK, INMETRO for Brazil).

Cross-check each SKU against the destination's prohibited and restricted lists. Common gotchas: lithium batteries, alcohol-based cosmetics, CBD, supplements with controlled compounds, and items containing animal products. CBP and the destination customs authority both publish searchable lists.

For each flagged item, confirm whether shipment is permitted and what extra documentation is required — FDA prior notice for food, USDA APHIS permits for plant or animal products, EPA notice for pesticide-treated articles, destination-country import licenses. If compliance is not achievable, pull the SKU from the order before invoicing.

Use 10-digit Schedule B for export and the destination country's HTS on the import side. Wrong HS codes are the most common cause of customs holds and reclassification duties. For ambiguous categories (apparel, electronics, supplements), pull a binding ruling or use a classification service like Zonos or Avalara.

Lithium-ion (UN3481) and lithium-metal (UN3091) batteries trigger DG handling for air freight, even when shipped inside finished devices. Aerosols, perfumes, magnets, and alcohol-based cosmetics are also commonly restricted. Check the carrier's DG matrix — DHL, FedEx, and UPS each enforce their own variant.

Declare the actual transaction value in USD with line-item detail — SKU, description, country of origin, HS code, unit price, and quantity. Undervaluing to reduce duty is fraud and triggers seizures. For samples or warranty replacements, use the standard 'no commercial value, value for customs only' wording.

DAP (Delivered at Place) leaves duties to the buyer — cheaper for you but often surprises the customer at delivery. DDP (Delivered Duty Paid) means you collect duty at checkout and pay the broker — better CX, requires a duty calculator integration (Zonos, Easyship, Avalara). Match the choice to your CX standard.

EU shipments under €150 should use IOSS for VAT collection at checkout — without it, customers pay VAT plus a brokerage fee on delivery. UK shipments under £135 use the UK VAT scheme registered with HMRC. Place the IOSS or EORI number on the commercial invoice and transmit electronically to the carrier.

For air shipments containing lithium batteries or other DG, complete the IATA Shipper's Declaration for Dangerous Goods or use the carrier's electronic DG portal. Mark the outer carton with UN number, proper shipping name, and class label. Unmarked DG is rejected at pickup — a re-pack and re-book wastes a full day.

Use double-walled corrugated for international ocean and air; single-wall fails on the second handoff. Cushion with at least 2 inches of void fill on all sides. Carriers limit liability when packaging is rated inadequate — ISTA 3A is the common standard for parcel shipments.

Country of origin is the manufacturing country, not the shipping country. Mark each unit (not just the carton) with 'Made in [Country]' in English plus the destination language where required. EU requires permanent marking on the product; CBP requires conspicuous and indelible marking on items entering the US.

Use the carrier's international label with full destination address, ISO 3166-1 alpha-2 country code, and the consignee's phone number — required for last-mile contact in most countries. For postal shipments, attach CN22 (under $400) or CN23 (over $400) customs declaration on the outside of the package.

For express, DHL is usually fastest and most reliable outside the US; FedEx International Priority is comparable for North America; UPS Worldwide Saver is competitive on EU lanes. For non-time-critical lanes, DHL eCommerce, USPS Priority Mail International, and consolidators (Asendia, Passport, Easyship) cut cost 30-60%.

Generate the AWB or label in the carrier portal — or via shipping software like ShipStation, Easyship, or Shippo. Save the tracking number on the order. Confirm the label shows the correct service level and transit time before printing.

For scheduled pickup, hand off cartons to the driver and obtain a signed pickup manifest. For drop-off, get a stamped receipt at the carrier counter. The receipt is proof of tender if the carrier loses the shipment — without it, claims get denied.

Most carriers require electronic customs data via paperless trade — DHL Paperless Trade, FedEx Electronic Trade Documents, UPS Paperless Invoice. The portal uploads commercial invoice and packing list to the broker before the shipment moves. For ocean shipments, file ISF 10+2 at least 24 hours before vessel loading.

Watch for 'Clearance delay' or 'Customs hold' status — these can stick for 1-7 days if not resolved. Common holds: missing HS code, undervalued goods, missing import license, query on description. Subscribe to carrier event webhooks so customs holds page the on-call operator within an hour.

For DDP, pay the broker invoice within the carrier's terms (typically 7-14 days) — past due triggers an account hold on future shipments. For DAP, the carrier collects from the recipient on delivery; if the recipient refuses, the parcel is abandoned or returned and you eat the round-trip cost.

Send tracking via Klaviyo, Postscript, or your transactional email tool — include the carrier link, expected delivery window, and a customs handling note ('your local customs may assess duties'). Set delivery expectations conservatively; international transit varies widely with customs clearance.

If clearance holds longer than 48 hours, message the customer with the reason and expected resolution. Provide the broker contact for any recipient action required (signed authorization, ID for restricted items, payment of recipient duty). Silent holds are the top driver of international order disputes.

Pull the POD from the carrier portal, attach to the order, and mark the run complete. For lost or held-too-long shipments, file the carrier claim within the window — DHL 30 days, FedEx 21 days, UPS 60 days for international. Capture the delivery outcome to drive lane and carrier performance reporting.