ShippingAttach documents correctly
What should be attached to the outside of the package, what is transmitted digitally, and which documents should you keep? Here's how to prepare shipping labels, customs invoices, and other shipping documents for your international shipment – tailored to the destination country and shipping service.
Clearly prepared on the outside
Labels and required paper documents side by side.
Label: Stick smoothly onto the largest suitable surface.
Documents: Securely attach the required number of items to the outside.
Schematic layout. Which documents are included depends on the booked shipment.
Which shipping documents go where?
Organize your documents according to their purpose. The shipping label identifies the package. Customs documents must be available for clearance. Order and transport documents, on the other hand, serve for identification and your own documentation.
On the outside of the package
The shipping label is readable from the outside. Required invoices, customs declarations, and other paper documents must be placed in a securely attached document pouch or in the designated location, according to the carrier's instructions.
Digital to the carrier
Supported customs data and documents are transmitted electronically. Whether this eliminates the need for printouts depends on the service, route, and document. Please check the transmission details and instructions for your booking.
Keep your own receipts
Please retain your order confirmation, shipping invoice, and copies of all relevant shipping and customs documents. These documents will be helpful in case of any queries. An order confirmation does not replace an invoice required for customs clearance.
| Documents | What you can do with it |
|---|---|
| Shipping label | Display the label on the largest suitable surface, ensuring it is legible from the outside. Use the label generated for the specific package. |
| Commercial or pro forma invoice | Create to suit the business. Submit digitally if applicable; affix necessary printouts for external access. |
| CN22 / CN23 | For relevant postal products, please provide the required information according to the product and destination country specifications. An invoice does not automatically replace the customs declaration. |
| ABD / MRN | Provide the reference and, if applicable, the document according to the handover specifications, in accordance with the relevant export procedure. |
| Packing List | Document the contents and assignment of the packages. If required for customs clearance, also provide this information via the designated transmission channel. |
| Further certificates | For proof of origin, preference or product certification, check whether digital data, copies or originals are required. |
| Shipping invoice & order confirmation | Keep for reference and filing purposes. The invoice for the transport service is not the commercial invoice for the goods. |
Also included in the package: A delivery note for your customer or a second copy of the recipient's address can be useful. This ensures that the paper documents required for processing are not solely contained within the sealed package.
How to correctly affix shipping labels: four practical steps
Print the label generated for the shipment according to the print specifications. Ensure a complete, high-contrast print and only affix the label after the package has been sealed.
Choose a flat surface
Apply the label to the largest suitable area of the package. Smooth it down and do not wrap it around an edge, crease, or seam.
Leave address and barcode blank
Label details and barcodes must remain fully visible. Do not cover them with tape, strapping, document pouches, or packaging material.
Securely attach the label
Use a self-adhesive label or the shipping bag provided for this service. If adhesive tape is necessary, only secure suitable edges without obscuring any information or codes.
Remove old markings
Remove or cover old shipping labels and barcodes on reused boxes. Then check that the current label matches the contents and destination address of the package.
For multiple packages: Assign each package its own generated label and the corresponding contents information. Do not print the same package label multiple times for different packages.
When do customs documents need to be printed?
There is no standard number of copies allowed for all shipping services. The following information provides guidance for shipments to third countries. The specific requirements for your booking, route, and documents remain decisive.
DHL Parcel International
For DHL parcel products, even when booking as Economy or Premium, the respective product specifications must be observed.
- As a rule, two copies of the commercial invoice or invoice for customs purposes are required.
- Prepare the required customs declarations and other documents as well.
- Attach the paper documents in a document pouch to the outside next to the label; electronic customs data is also required.
DHL Express
For supported shipments, DHL Paperless Trade can enable the electronic transmission of customs accompanying documents.
- Check if the paperless booking process is in place and if the documents have been submitted.
- Invoices and other supported documents do not need to be printed separately unless otherwise specified.
- Please provide the required originals or other paper documents as requested in each shipment request.
UPS
With UPS Paperless Invoice, the customs invoice can be submitted electronically if the requirements for the shipment are met.
- Without electronic invoicing, UPS generally requires three signed copies: one original and two copies.
- Place the required paper documents in a secure document pouch on the outside next to the label.
- Check for additional document and original requirements for the goods and destination country.
FedEx
FedEx Electronic Trade Documents enables the electronic transmission of supported trade documents.
- ETD indicates the supported digital process; with EWO, paper documents are still required despite digital transmission.
- If electronic invoicing is not provided for, FedEx generally specifies three printed, signed invoice copies.
- Follow the labeling and the specific printing and handover instructions for the shipment.
Digitally transmitted is not always paperless: Electronic goods and customs data, a transmitted invoice file, and any required original proof of purchase serve different purposes. A PDF upload alone does not confirm that all documents have been processed by the carrier or that no further printouts are necessary.
Checklist: Is your shipment ready for collection?
Review these points before collection or delivery. This will allow you to identify missing documents or conflicting information while the shipment is still in your possession.
Order and package match
The recipient, sender, number of packages and current shipping label match the booking.
Product information is traceable.
The description, quantity, origin, value, and required commodity codes must match the contents and invoice data. Do not automatically assign a value of €0 to free goods.
Digital documents have been submitted.
The data and documents required for the service were provided according to the planned procedure. Any outstanding questions were clarified before handover.
Required printouts are ready.
The number of documents, signatures, and any originals correspond to the shipping instructions. The documents are securely and accessibly attached to the outside of the document.
Export process is coordinated
If required, export declaration, MRN, and handover to the carrier are clarified. Additional documentation is appropriate for the goods and purpose of shipment.
The label is clear and readable.
No creases, covered barcodes, or visible old shipping codes. Please retain all supporting documents in case of inquiries.
Prepare with the International package: Supported shipping and customs documents can be generated from your shipment data. Which documents are generated and transmitted depends on your connection and the service you have subscribed to. Please check the provided documents before the package leaves your premises.
Frequently asked questions about shipping documents
Here you will find answers to questions about printing, document pouches, digital transmission and the correct shipping label.
Documents & Placement
Which shipping documents should be attached to the outside of the package?
The current shipping label must be affixed to the outside of the package so it is clearly legible. If the customs service requires paper documents, attach these to the outside of the package in the designated location, usually in a document pouch next to the label. The specific invoices, declarations, or supporting documents required depend on the product, route, and contents.
Do I need customs documents for shipments within the EU?
For Union goods in regular trade within the EU customs territory, export customs documents are not normally required. The shipping label and accompanying business documents remain relevant, depending on the transaction. Special territories, specific goods, or other customs procedures may trigger additional requirements.
When do I need a commercial invoice and when a pro forma invoice?
A commercial invoice is typically used for the sale of goods. For free deliveries, a pro forma invoice for customs purposes may be acceptable, provided it is accepted by the shipping company. Even free goods require verifiable documentation. Details on the selection process can be found in the [section/document/etc.]. Export documents.
What documents can I include in the package?
A delivery note for your customer or an additional copy of the recipient's address can be included in the package. If customs documents must be accessible in paper form, simply including them in the sealed box is insufficient. An inside copy does not replace the required document pocket on the outside.
Printouts & digital transmission
How many copies of the customs invoice do I need to print?
The number of copies depends on the carrier and shipping product. DHL Paket International typically requires two copies of the invoice. UPS and FedEx generally require three if electronic invoicing is not possible. Additional requirements may apply depending on the destination country or regarding original proof of shipment. Always check the specific shipping instructions.
Do I generally not need any printouts for DHL Express, UPS or FedEx?
It's not possible to make a blanket statement. Supported paperless methods can replace printouts of certain documents if the documents were correctly transmitted electronically. The route, document type, and original requirements remain crucial. The shipping label must still be attached to the package according to the specifications.
What do ETD and EWO mean at FedEx?
ETD stands for Electronic Trade Documents and indicates the supported electronic document workflow. EWO means Electronic with Originals: documents are transmitted digitally, but paper copies are also required. With EWO, you must print the required documents and include them according to FedEx instructions.
Is it sufficient to upload an invoice file to the shipping portal?
The crucial factor is whether the file was transmitted to the carrier according to the procedure specified for your shipment and whether this procedure replaces printed copies. An upload alone does not prove either of these things. Check the document and transmission status and the printing instructions; clarify any outstanding issues before collection.
Label & final check
May I cover the barcode with transparent tape?
Avoid this. Even transparent tape can make scanning difficult due to reflections. Leave the barcode and label details clear. Attach the label using the self-adhesive backing or the provided shipping pouch; any necessary tape must not obscure the information.
Can I use the same shipping label for multiple packages?
Use the label generated for each package. Multi-package shipments must be booked and prepared with the correct package identifiers. Multiple printouts of the same package label do not replace this assignment. Invoice and contents information must also match the respective packages.
What do I do if the address or product details are incorrect after booking?
Clarify the change before handover and check whether the label, shipping order, or customs documents need to be recreated. Do not simply overwrite the address by hand. Then use the valid documents and remove outdated labels from the package.
Are the order confirmation and shipping invoice sufficient for customs?
These documents serve different purposes. The order confirmation identifies the order; the shipping invoice relates to the transport service. For customs clearance, you will need the invoice corresponding to the goods and possibly other documents. Keep the order and shipping documents for your records.
Linking document selection, export and shipping
This page helps with the practical preparation of the package. The following pages provide further information on selecting documents and handling special export procedures.
Export documents
Classify the commercial invoice, pro forma, customs declaration and additional supporting documents.
ABD and MRN
Understand the registration requirements and the information needed for the export process.
customs clearance
Planning the import process in the destination country as well as the responsibilities for DDP and DAP.
Shipping documents from a clear process.
Prepare shipments with Paket International and link shipping labels and supported customs documents to your order data.
Editorial Team Package International · Expert Source Review: The decisive factors are the current specifications for the booked shipping service and the specific route.