Shipping labels and documentation – what you need and what not to forget

Successful and expeditious shipment requires the proper completion of all required documents, labels, and tags that will contain information in accordance with shipping, customer, and government requirements.

Documentation – Domestic Shipment

A domestic shipment does not require as extensive documentation as an international shipment. The necessary shipping documentation is a filing slip and an address slip that contains the following information:

• the sender’s address and contact details,
• the address and contact details of the addressee,
• whether it is a cash on delivery (including the amount),
• whether the consignment is insured (including the amount of insurance),
• whether the documents are to be returned from the addressee to the sender.

Domestic shipments sent by Slovak Post can be sent electronically via an eSubmission slip (for a single shipment) or an eSubmission sheet (for multiple shipments submitted in bulk). To send a shipment electronically, you must create an account on the Slovak Post website and fill in the electronic version of the filing slip. The system will then fill in an address label for you to print and stick on the letter or parcel that you file at the post office or courier within 7 days of sending the e-filing slip. Electronic submission allows you to track the status of your shipment. Templates for electronic submission of all types of mail (letter, parcel, registered letter, insured letter, express courier, official mail) together with a manual for filling them in can be found on the website of the Slovak Post.

Completed samples of the Slovak Post’s filing slip and sheet:

Sample of the submission slip

Specimen submission sheet

You can download the submission forms for sending a domestic shipment from the Slovak Post website – in the Forms section. You can see the completed address label samples for all types of shipments in the section Technical parameters – Labelling of shipments.

In addition to the address label, the domestic parcel should also contain labels that specify the type of service or COD, if applicable to the parcel. The labels will be provided to you directly by the Slovak Post when you submit the parcel.

Global shipping companies such as FedEx, DHL or UPS make it easy to send your shipment online. The submission slip is filled out directly on the carrier’s website. The physical package must include a label or address label on its packaging with the address, name and contact information of the sender and recipient. FedEx, DHL and also UPS have their own address labels that need to be placed on the package. All address labels contain the same information and differ only in the carrier’s logo and appearance.

For domestic shipments, don’t forget the handling markings on the package, such as, do not tilt, fragile, protect from moisture, this side up, etc. However, handling marks are not a substitute for good packaging. Some companies, such as UPS, state in their terms and conditions that they do not provide special handling for packages. Remember that a shipment may contain only one address label. UPS recommends placing the shipping label with address and contact information on the top of the package, not over the joint or with adhesive tape. Any previous labels or outdated address labels must be removed from the shipment packaging or significantly crossed out. The UPS carrier also provides a smart label shipping label. Smart Labels can be generated using the UPSWorldShip application, printed and applied to the shipment packaging. They serve not only for convenient and accurate delivery of the shipment, but also for tracking the shipment during transport.

Documentation – International Shipment

International shipment requires extensive documentation, especially when shipping to countries subject to customs duties. The specific documents vary depending on the type of goods, the country to which they are being shipped, and also the country from which the international shipment is being sent. The most commonly required documents for an international shipment include:

• Shipment Label (Sea Waybill/Air Waybill) – A bill of lading, or Shipment Label, must be included with every single international shipment. A Sea Waybill (SWB) is required for shipments by ship and an Air Waybill (AWB) is required for shipments by air. It serves as a transport document issued by the carrier. It gives all the detailed information needed for the shipment, such as:
  • the delivery address,
  • the name and contact details of the addressee,
  • information and contact details of the sender,
  • the type of transport (by plane, ship, lorry, train, post or a combination),
  • the reference number of the consignment,
  • tracking and tracing code,
  • country of origin,
  • the weight and dimensions of the consignment (in the Anglo-American system of measurement and also in the metric system),
  • special instructions (Fragile, This Side Up, Use No Hooks, Keep Dry, Keep Away From Heat, etc.) in English and also in the local language of the place of delivery,
  • the number of parcels/pallets in the shipment; and
  • a label of internationally recognised symbols identifying the hazardous material.
• Bill of Lading (B/L) – This is an important transportation document that serves as a contract between the carrier (e.g. UPS) and the shipper (e.g. a particular airline). It contains all the information for delivery with shipping instructions. Anyone who holds a B/L has a claim to the cargo, or the right to receive the cargo. Each shipping company has its own B/L form, for each mode of transportation.

UPS B/L Document Sample.

• Standard Shipping Note (SSN) – is a shipping document that provides detailed information about the contents of the shipment to the carrier and the receiving authority. The SSN can be used for all shipments except dangerous goods. It is required for shipments to and from the UK. You can download a template SSN from the International Trade Files section of the BusinessInfo.co.uk website.
• Commercial Invoice – an invoice or accounting document for a shipment sent by a seller to a buyer. This document is used by governments to calculate the amount of duty and other export charges. It is the primary document for authorities to control exports and imports. It contains seller and buyer information including telephone contact, terms of sale, reason for export, complete list and description of goods, country of origin, number or volume and weight of the shipment, delivery information, and hand or electronic signature of the shipper. You can download the document to complete at ShipNorthAmerica.com.
• Certificate of Origin – A document or declaration of the country of origin of the exported goods.
• (Export) Packing List – A detailed listing of the materials in each package, box, pallet or container. The Packing List includes the unit weight of the shipment, the gross weight of the shipment, and the dimensions of the package or pallet.
• Shippers Export Declaration (SED) – This document is used by the U.S. government for both export control and official statistical purposes.
• Export License – some types of goods require an export license. A license is a government permit to export specific goods in an authorized quantity to a pre-approved country. An export license may be required to export any type of goods to selected countries, or a specific type of goods to specific countries. It may constitute a whole series of documents:
  • Insurance Certificate,
  • Shipper’s Letter of Instruction,
  • Inspection Certificate,
  • Consular Invoice.
• Dock Receipt and Warehouse Receipt -a document used to transfer responsibility when an export shipment is moved by a domestic domestic carrier to a port of embarkation where it is left for export in the hands of an international carrier.
• Destination Control Statement – A statement included on the commercial invoice, bill of lading (Sea Waybill or Air Waybill), and SED document to notify the carrier and all parties involved that the merchandise in question can only be exported to certain destinations.
• NAFTA Certificate – This certificate is required when trading goods between NAFTA member countries.

Global shipping companies such as DHL, FedEx or UPS provide electronic shipping label processing software for their clients. So-called smart labels, such as RFID labels, are a type of electronic label (AutoID) that is automatically generated by the shipping company’s software after the required data is entered. The unique code of the electronic shipping label thus provides all the necessary information about the shipment and delivery after a simple scan.

Not all of the above documentation is required for an international shipment. The number of documents required varies depending on the country to which the shipment is imported. You have several options to determine which ones you will be required to submit to the appropriate authorities before sending and receiving an international shipment.

• • Instructions for importing and successfully delivering your shipment will often be provided by the embassy or consulate of the country to which you are shipping.
  • A detailed list with instructions for air freight to selected countries is continuously updated on the Air Cargo Tariff Guidebook.
  • On the websites of carriers, authorities, organizations and associations involved in international trade and transportation, you can find information on specific international shipment documentation that is commonly required for international trade and transportation of goods. For example:
    • Undp.org,
    • KKFreight.com,
    • CargoFromChina.com,
    • Build.Export.gov,
    • InternationalShippingUSA.com,
    • Gov.UK International Trade Paperwork.

Adhere the shipping documents to the package in a waterproof envelope and print the text in waterproof ink. Place markings and warning labels on three sides of the container or parcel, preferably on the top, front and back. Include handling and warning instructions on the packaging in the language of the place of delivery (especially the airport or port), not just in English. Clearly and legibly state your name, address and contact details on the packaging. The package must not be missing the name and delivery address, country of origin, package identification number, weight and dimensions. If the consignment consists of several packages, the bill of lading must state the number of packages in the consignment. Each carrier has its own identification markings, in the form of a sticker or self-adhesive tape with a logo, which can be used for easy identification on the package of the shipment.

DHL documentation for international shipments

• • • DHL Waybill (Shipment Label – Sea Waybill/Air Waybill) – to be filled out electronically when ordering a shipment online at MyDHL.DHL.com (for instructions on how to properly fill out a DHL Waybill, please visit DHL.uk).
    • Export Cargo Shipping Instruction (ECSI).
    • Standard Shipping Note (SSN).
    • Export Declaration.
    • Commercial Invoice (you can fill out a template document in the Customs Documentation section of DHL.sk).
    • Shipment Receipt.

DHL documentation for an international shipment in English can be downloaded for completion at WebShipping.DHL.com:
https://webshipping.dhl.com/wsi/help/EA/en/print_shipment_paperwork.htm

UPS documentation for international shipment

• • • UPS shipping label or smart label.
    • UPS Worldwide tracking label.
    • Commercial Invoice (prepare three copies when sending a parcel shipment).
    • Certificate of Origin.

UPS provides six different types of shipping labels that contain a combination of information from the address label, the tracking label, and also the shipment record, all in one. You can view the available labels in detail on the UPSwebsite

FedEx documentation for international shipments

• • • Air Waybill.
    • Extended Air Waybill that can be used for all FedEx services.
    • Commercial Invoice.
    • Country-specific customs documentation.
    • For more detailed information on Bill of Lading, International Barcode Label, NAFTA Certificate of Origin, Certificate of Origin, Electronic Export Information and Declared Value Shipment Form, please visit the Labels Documentation Locations section of the FedEx.com website.

The FedEx documentation with complete instructions for completion in Czech, along with samples, can be found at FedEx.com/en.

Documentation for an international shipment sent via Slovak Post

An international parcel shipment can also be shipped via Slovak Post. This is a service called Parcel World. However, the parcel cannot exceed a weight of more than 10 kilograms and the minimum size of the parcel packaging must be 20×15 cm. Sending the parcel requires the completion of a paper or electronic postal guide for international mail. The postal guide in printed form is available at all branches of the Slovak Post.

All detailed information on the filing and marking of a parcel sent abroad can be found on the Slovak Post website.

Sample of the guide:

A parcel being sent outside the European Union must include a CN 23 declaration, which is part of the postal guide. A parcel sent abroad for cash on delivery must contain a completed CN29ter international cash on delivery coupon.

Specimen of the international COD coupon: