Sending parcels abroad.

When you are going to send a parcel abroad, there are several things you need to consider. We would like to tell you which ones!

The product

If you want to send a product to a country outside the European Union, you need to find out about the export requirements that apply to that country. This is because each country has its own conditions and requirements for different products. These rules are designed to protect consumers, the environment, and the home market from unfair competition. Carriers may also restrict certain goods, such as lithium batteries, glassware, live animals, works of art and dangerous goods.

The packaging.

Good packaging is essential to protect your shipment and prevent damage. This is because your parcel will be loaded into and out of different vehicles several times, as well as passing over a conveyor belt several times in a sorting centre. During the sorting process, your parcel will regularly bump into other parcels, and other parcels may also be placed on top of it. Imagine that your parcel is at the bottom of a roll container with quite a few parcels on top of it. Therefore, your packaging needs to be tough and sturdy enough to bear the weight of other parcels.

If you are sending high-value items, it is important not to indicate this on the outside of the packaging. For example, don’t send a brand new iPhone in its original packaging, but equally, don’t send a lower-value product in packaging from an expensive brand.

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Choosing the transport service

We could write volumes on how to choose the right transport service. Essentially, there are three basic types of transport service:

  • Letter mail: These are documents and letterbox packages that are delivered through the letterbox. Local postal services such as PostNL or La Poste usually specialise in these, as they are delivered by postmen on bicycles at the same time as letters, rather than by parcel delivery drivers in cars.
  • Parcel post: These are parcels that are too large to fit through the letterbox, so the driver rings the recipient’s doorbell to deliver them. These networks handle a high volume of parcels to keep costs down. Examples of such carriers in the Netherlands include DPD, PostNL, DHL eCommerce  and GLS.
  • Express: These are fast deliveries through a network that processes fewer shipments. Shipments receive a high level of attention here. Consider carriers such as DHL Express, UPS and TNT/FedEx.

In addition, each carrier specialises in a particular area. Once again, there are several criteria you can use to choose a carrier. You can read about these. here.

Our experts can help you make the right choice. Using shipping rules, we can configure our software to ensure that you always select the correct service and carrier, taking the above points into account. We can also configure it to ensure you always select the lowest rates!

 

Rates

The various aspects described in the previous piece naturally affect the fare that will be charged. In addition, many carriers have additional surcharges:

  • Extra services: carriers have various extra services, such as a signature for receipt, no delivery at a parcel point or to neighbours, age verification or even an identity check.
  • Size: Carriers like to be able to stack as many parcels as possible. If your parcel cannot be stacked due to its odd shape, such as triangular, most carriers will charge an ‘extra handling’ surcharge. The same applies if the parcel cannot be sorted via a conveyor belt, for example if it is cylindrical or in a plastic seal bag. If your shipment exceeds the permitted size or weight limits, it will be returned and you will be charged a hefty surcharge.
  • Incorrect dimensions or weight: Most carriers charge extra if the reported dimensions or weight of your shipment differ from the actual measurements. They measure and weigh each package and send a bill if the figures differ.
  • Fuel surcharge: Sometimes, carriers mention fuel costs in the small print. With rising fuel prices, a 20 per cent surcharge is now commonplace.
  • Preparation of customs forms and clearance charges: Every carrier charges an additional fee for checking the commercial invoice and customs form. Some carriers even charge this fee if the recipient refuses the shipment. If you forget to include the commercial invoice with your shipment, it will often be returned, or the carrier will ask you to send it anyway (more on this later).
  • Peak surcharges: in the busy period around the holidays, carriers often apply extra surcharges.
  • Consumer delivery: Express carriers such as UPS and TNT primarily deliver to business addresses and therefore charge a surcharge for deliveries to consumers. All deliveries to residential areas are often considered consumer deliveries, even if there is a business such as a physiotherapy practice or hairdresser.
  • Second delivery: there is often a surcharge if the recipient is not present when the carrier tries to deliver the shipment. 
  • Return: when a shipment cannot be delivered, you usually pay both the outbound, return and a fine. 
  • Remote areas: Some carriers charge extra for deliveries to remote areas. In the Netherlands, for example, this includes the Wadden Islands.  

 

Insurance

When shipping a high-value product, it is important to make a choice as to whether additional insurance is necessary. The options vary from one transport service to another:

  • Letter mail: No insurance is usually possible here, since there is no proof that the shipment was delivered. Carriers almost never look for lost shipments. Once it’s gone, it’s gone.
  • Parcel post: Most carriers apply a price per kilo when a shipment goes missing. They use CMR conditions for transport within the Netherlands and AVC conditions for transport outside of it. This makes the carrier liable for loss and damage. However, the standard liability is limited. For CMR, this is approximately €10 and for AVC, approximately €3.40 per kilogram.

    Some carriers, such as DPD, offer standard insurance up to the value of €500. However, this usually comes with conditions, such as excluding electronic devices, art, money and glass.  
  • Express: As these networks use many cameras at each sorting centre, the chance of a parcel being lost is much lower than with parcel post. The CMR and AVC conditions apply again, and you can insure a shipment additionally. This is usually done on the basis of the shipment’s declared or actual value. These insurances usually offer extensive coverage.

If you regularly send valuable shipments, you can also take out transport insurance yourself. This is often cheaper than buying insurance through the carrier. With Wuunder’s software, you can set it to insure shipments above a certain value.

Is your shipment high-value, or does it require 100% accurate delivery? If so, Same Day Delivery could be the right choice for your parcel. Read more about it here.

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The shipping label

The content of a shipping label seems quite a simple choice, but nothing could be further from the truth… You need to pay attention to the full things here:

  • Correct address: It goes without saying that a correct address is necessary for successful delivery. Therefore, please validate the address at the checkout. In the rush, people often forget to enter a house number. In the second address line, provide an option to add information such as ‘Building A, Flat 2’. Sometimes, GPS locations are even used here to make things easier for the delivery person. In some countries, such as Hong Kong and the Netherlands Antilles, postal codes still do not exist. Please note that sending to a PO Box or business reply number is often only possible via a postal carrier, such as PostNL or Bpost, for letter mail. If you use another carrier to send to a PO Box or business reply number, the shipment will be returned.
  • Phone number: The phone number is often used by drivers abroad to contact the recipient. If the recipient does not answer, the driver will usually avoid the risk of driving to a remote location, and the parcel will be delivered to a parcel shop instead.
  • E-mail address: The email address is used by the carrier to notify the recipient when their shipment has arrived. If you don’t provide an email address, there is a higher chance of the shipment being returned because the recipient doesn’t know when to expect it. You also don’t give the recipient the opportunity to influence the delivery. For destinations outside the EU, such as Switzerland and Norway, the email address is also used for paying import duties.
  • Reference: When a shipment has a high value, it is important not to specify the contents. For example, do not use the following as a reference: ‘Apple iPhone 13’.
  • Sticker: Stick the shipping label in the centre of the flat side, taking care not to let it fall over the edge. Also, ensure that the ink does not run out while printing the shipping label. Special printers are available for printing shipping labels. If a barcode cannot be scanned by the carrier, surcharges often apply.
  • Top/bottom: Most carriers do not check for stickers on parcels indicating the top and/or bottom. Therefore, assume that your parcel may be transported in different positions during its journey.

The commercial invoice

If you are sending a shipment to a country outside the EU such as Norway, Switzerland and the UK, you need to put three commercial invoices on the shipment in addition to the shipping label. Read more about this at our website. Wuunder employs several specialists who know everything there is to know about imports and exports.

Import duties

Within the EU, you can freely send goods and charge VAT. However, you can claim this back from the tax authorities.

If you send a shipment to a country outside the EU, the recipient will not pay VAT on the value of the purchase, but will pay import duties instead. The amount depends on the product’s nature and the destination country. Business customers are often asked by the carrier to provide their VAT numbers immediately, so that settlement is more efficient. For individuals, the carrier sends an email requesting payment. If the recipient does not pay the import duties, the shipment will be returned. This should therefore be properly communicated to the buyer.

Tracking the shipment

When sending a parcel abroad, the shipping process is longer than when sending a parcel domestically. Consequently, there are more potential points at which things can go wrong. With Wuunder, however, you don’t have to worry about this: we proactively track our customers’ shipments from collection to delivery. From collection to delivery, we keep a close eye on everything. If something goes wrong at any stage of the shipping process, such as delays, incorrect addresses or uncollected shipments, we immediately contact the carrier to resolve the issue. We call this service the control tower.

This service is not possible for letter mail because these shipments do not contain a barcode and are not scanned by the carrier. However, you can always contact your customer after the expected delivery date to check whether the shipment has been delivered.

Communication with the receiver

Good communication is crucial for the recipient of the package. By keeping them informed about the status of their order, you can avoid unnecessary phone calls and emails, and prevent any frustration. Wuunder takes care of this communication for you. We keep the recipient informed about the delivery process, and provide detailed updates if anything goes wrong. As a result, the recipient always knows what is going on with the shipment and can rest assured that it will be delivered successfully.

✅ Checklist: sending a parcel abroad

If you’re planning to send a parcel abroad, there are several things you need to consider. Use this checklist to make sure you have everything in order and are ready to go!

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