How To Ship Internationally: A Quick Guide
Understanding how to ship internationally for the first time can be overwhelming, but once you know the basic ins and outs of the different carriers, you can get the best international shipping rates that are right for you. Whether you run an e-commerce company or just ship occasionally, it’s good to know a few general rules of thumb. Firstly, you need to consider the most important part of the shipping process for you. Is speed your main focus, does it need to get there tomorrow? Or would you prefer the best value where shipping might take a few weeks but cost you very little?
We have taken the hard work out of the search for answers to give you a great overview with the most up-to-date information available. While it’s impossible to get a one-size-fits-all, we think you’ll get what you need from the below.
Basic Steps
Each carrier, whether it is USPS, FedEx, UPS, or DHL, will have the same basic requirements for shipping internationally.
- Ensure you are not shipping a restricted item. Each carrier keeps a list of items you are not allowed to send through their services. Here is the USPS list of restrictions for example.
- You’ll need proper packaging. This can be a good sturdy plain brown box, or a box that is branded by the particular carrie (such as a USPS flat rate box). Be sure the item you are shipping has proper cushioning within the box and that you are able to tape the box closed so that it is flat on all sides. Use a quality 2-inch wide packing tape. Don’t use duct tape as it tends to gum up the machinery. If you are reusing a box, be sure to black out or cover up all the old logos and barcodes so your carrier doesn’t get confused.
- Choose a shipping service. You can use a shipping calculator to compare prices. We give you a description some of the basic service options below. Once you know where you are going to ship your package to, you’ll also have to determine if you need your item to arrive by a particular date. If the delivery window is important, you may have to pay a bit more for a speedier delivery service.
- Create a commercial invoice and fill out the appropriate customs forms. If you drop into a post office or shipping center, there will often be customs forms you can fill out by hand. You will also have to create a commercial invoice that lists the items you are mailing. UPS has a sample invoice with instructions on how to fill it out on their site. Even if you are sending a gift, you’ll need a commercial invoice. To save time and money (you’ll get a better rate by buying postage online), print your customs forms and invoices using shipping software like EasyShip (they have options with no monthly fees). You may need multiple copies of your invoice. Check with your carrier. DHL for example, requires three copies of your invoice. You may also need to know the Harmonized Tariff Schedule or HTS code of the product you are sending. This code lets the customs agents know how much duty to charge on your package.
- Buy your postage and apply it to your package. You can purchase postage at the post office or shipping center you choose to use. Buying postage at a post office, UPS Store, or FedEx Ship Center will cost you more. If you are looking for discounted shipping, be sure to open up an account online. Purchase your postage online, print out the label, and apply it to your shipping box.
- Drop off your item or have it picked up. If it is your first time shipping internationally, it is always nice to drop off your item at a local shipping center. You can double check with the employees if you have all the proper paper work. Once you’ve got it down, you can skip the trip and have your packages picked up by the specific carrier, but be careful, there will most likely be a fee associated with a pick-up unless you are using USPS, which is free.
You should note that due to Covid-19, USPS is no longer shipping to some countries because of service impacts. Make sure to check in before you try sending packages.
Comparing the major carriers – How much does international shipping cost?
When we compared all 4 shipping companies (USPS, UPS, FedEx, and DHL) to see who would win the award for the cheapest way to ship internationally, by shipping a medium-sized (11 x 8 x 6 inches), 2 pound box going from the United States (New York) to Canada (Toronto),
Here’s what we found:
| Service | Standard Price and Delivery |
|---|---|
| DHL Express | $45.39 delivery in 3 business days |
| USPS Priority Mail International | $39.30 delivery in 8 business days |
| UPS Standard | $29.06 delivery in 2 business days |
| FedEx Ground | $29.09 delivery in 3 business days |
If you would like more information on shipping internationally from the US to Canada, take a look at our guide here to learn more.
In this case UPS and FedEx are pretty neck and neck in pricing, but UPS gets your package there a day faster. However, this example is only for a US to Canada shipment. If you were sending the same package to Japan, the shipping prices would vary. In fact, you’d find that DHL would be the cheapest in that case. You can easily compare shipping prices for yourself with our calculator. As you can see, pricing will vary.
USPS
Below is a quick table showing the names of the USPS international services and their starting prices. The United States Postal Service (USPS) has agreements with international postal carriers through the Universal Postal Union.
If you ship USPS, your package will be handed off to the local carrier when it enters the country. For services like First-Class and Priority Mail, you may get less granular tracking, or lose it altogether. Depending on which country you are sending your package to, delivery times are a best guess. If the postal service of your destination country is not reliable, you can’t expect your recipient to get their package in a timely manner unless. When you ship with USPS internationally, it is best to use the Global Express Guaranteed service to keep reliable tracking. DHL, FedEx, and UPS generally do not run into these tracking issues as they control the whole delivery chain with their own employees.
As an aside, there is a good Planet Money episode that gives more insight into the postal treaties.
| Service | Delivery | Prices | Tracking |
|---|---|---|---|
| Global Express Guaranteed | 1-3 business days | Prices from $67.80 | Tracking included |
| Priority Mail Express International | 3-5 business days | Prices from $45.95 | Tracking included |
| Priority Mail International | 6-10 business days | Prices from $28.50 | Tracking included |
| First-Class Mail International | Varies | Prices from $1.50 | Tracking available |
| First-Class Package International Service | Varies | Prices from $14.25 | Tracking available |
| Airmail M-Bags | Varies | Prices from $51.70 | Tracking available |
UPS
UPS is known for their extensive logistics network across the globe. They are also known for their speed and reliability in terms of tracking.
The following represents some of UPS service options:
- UPS Express Critical (estimated time given when purchased).
- UPS Worldwide Express Plus (1-3 business days).
- UPS Worldwide Express (1-3 business days).
- UPS Worldwide Saver (1-3 business days).
- UPS Worldwide Expedited (2-5 business days).
- UPS Standard (day definite, by end of day).
UPS has a web shipping tool that will assist you with country specific rules when you are preparing your package, also helping you to ensure that you have filled in all necessary information appropriately. They also help in terms of country-specific restrictions so this will assist you in determining if the items you are shipping will get to their destination without delays.
Advice is also given on how to clear customs which is important if speedy delivery is essential to you or your business. Having clear information is vital. This includes a thorough description of the items, the items intended use, the value of the shipment, what it was produced from, as well as where it was produced. Like USPS, they advise on how to package your shipment correctly. They will also give you discounts if you sign up with them as a customer and have a dedicated page on how to ship internationally.
FedEx, like UPS, also has an online shipping tool, which streamlines the process of shipping. If you sign up with them, they will give you 25% of all rates including international shipping. You also get free shipping supplies like USPS.
Like UPS, they have a page on their site on ‘How to ship internationally’. They give a great guide on shipping restrictions, and exporting requirements, getting a customs broker, and creating labels. Custom brokers help you to ensure your package will get to its destination without any delays or hold-ups.
They offer the following types of shipping:
- UPS Express Critical
- UPS Internet Shipping
- UPS Campus Ship
- WorldShip
- Marketplace Selling
- International Services
So, what do I need to consider when shipping internationally?
- Carefully package items in line with company and international standards. This doesn’t usually mean that you are required to use company packaging unless you are using specific services. However, it can often be a lot more practical and easier in the long run. Both FedEx and USPS offer free packaging.
- Understand and declare exactly what you are sending. This is very important and will prevent delays or extra fees.
- Use a private courier like DHL, FedEx, or UPS and the usually include a customs agent or a broker service with shipment to ensure your items don’t get delayed in transit. This has been seen across the pond in the UK and Brexit where there were monumental delays with shipments due to not using custom agents or filling in incorrect information.
- If you are not using a customs agent, ensure that all forms are filled in correctly, and information is provided accurately. This includes commodity description and the declared & customs value of the contents.
- Choose who pays the duties. When you are creating the shipping label, you can often choose who pays the custom duties. You can set it to either charge the recipient or the sender.
If fast international shipping is what you require, then UPS, DHL, and Fedex are all good choices. Each carrier has its own local reputation so it is often best to check with your receiver on if a particular courier provides better service in the destination country. If value is what you are looking for check out our guide on discounts and getting the very best pricing.