Preparing International Shipments: 2026 Checklist & Forms

TL;DR

Preparing international shipments covers everything from packaging and customs forms to HS code classification and choosing the right carrier. Major 2025 changes include mandatory HS codes on USPS shipments and the suspension of the $800 de minimis duty exemption. Mistakes on customs forms cause 40% of USPS international shipping delays. This guide walks through every step, document, and regulatory update you need to know before sending a package across a border.

Shipping a package to another state is straightforward. Shipping it to another country is a different process entirely. The moment a parcel crosses an international border, it enters a system of customs declarations, tariff classifications, prohibited item lists, and duty assessments that can delay, reroute, or even destroy your shipment if you get the details wrong.

This guide breaks down the full process of preparing international shipments, from physical packaging through the latest regulatory changes that took effect in 2025. Whether you’re mailing a gift to a relative overseas or fulfilling e-commerce orders to customers in Europe, this is what you need to know.

Getting started? If you want to compare carrier rates before committing, you can compare shipping rates across USPS, UPS, FedEx, and DHL for free.

What Does “Preparing International Shipments” Actually Mean?

Preparing an international shipment is the complete process of getting a package ready to legally leave one country and enter another. It goes well beyond taping a box shut. The process includes:

Packaging the item to survive a longer, rougher transit chain
Addressing the package in the correct international format
Completing customs declaration forms with specific item descriptions and values
Classifying each item with a Harmonized System (HS) code
Selecting a carrier and service level appropriate for the destination
Understanding who pays duties and taxes (you or the recipient)

If you’re already comfortable with domestic shipping basics, you can review our complete package shipping guide for context. International prep layers customs compliance, regulatory awareness, and destination-country rules on top of those fundamentals.

The Step-by-Step Checklist for Preparing International Shipments

Here is the sequence most experienced shippers follow. Skip a step and your package may sit in customs for weeks or never arrive at all.

Step 1: Check Destination Country Restrictions

Every country maintains its own list of prohibited and restricted items. What’s perfectly legal to ship domestically may be banned or require a special license in the destination country. Before anything else, look up your destination in the USPS International Mail Manual’s Individual Country Listings or check your carrier’s country-specific guidelines.

Common surprises include restrictions on food items, cosmetics, lithium batteries, and certain textiles. Some countries restrict goods you wouldn’t expect, like used clothing (certain African nations) or satellite phones (India).

Step 2: Package for a Longer Journey

International shipments go through more handling points than domestic ones. Use sturdy, corrugated boxes rated for the weight of your contents. Fill voids with bubble wrap, air pillows, or crumpled paper so nothing shifts during transit. Seal with pressure-sensitive packing tape (not duct tape or string).

For fragile or high-value items, double-boxing provides extra protection. The inner box holds the item with cushioning; the outer box surrounds it with additional fill. Our guide on how to pack a box covers sizing and cushioning techniques that also help you avoid dimensional weight surcharges.

Step 3: Address the Package Correctly

International address formats vary by country. The recipient’s name, street address, city, postal code, and country name must all be written clearly. Always write the destination country in capital letters on its own line at the bottom of the address block. Include your full return address.

For guidance on formatting, see our package addressing guide.

A note on military addresses: APO, FPO, and DPO shipments to U.S. military bases and embassies abroad are a special case. You pay domestic postage rates and use a domestic-style address format, but you still need to complete a customs form. Never include the city or country name in an APO/FPO/DPO address, as this can cause the mail to enter foreign postal networks by mistake.

Step 4: Describe Every Item Specifically

This is where a huge number of international shipments run into trouble. Generic descriptions like “merchandise,” “gift,” “clothes,” or “electronics” are no longer accepted by most customs authorities. Each item description must make it clear what the item is, what it’s made of, and what it’s used for.

Bad: “Clothing”
Good: “Men’s Cotton T-Shirt”

Bad: “Electronics”
Good: “Wireless Bluetooth Headphones”

Vague descriptions are one of the primary causes of customs delays. According to USPS data, inaccurate customs forms cause 40% of international shipping delays.

Step 5: Look Up HS Codes for Each Item

Every item in your shipment needs a Harmonized System (HS) code, a six-digit number maintained by the World Customs Organization and used by over 205 member countries to classify traded goods. The first two digits identify the chapter (broad category), the next two narrow it to a heading, and the final two specify the sub-heading. Countries can add additional digits for national classifications; the U.S. uses 10-digit Schedule B numbers for exports.

Example: A men’s cotton t-shirt falls under HS code 6109.10.

As of September 1, 2025, USPS requires all international commercial shipments to include a six-digit HS code on their customs declarations. While USPS set the first hard deadline, this reflects a broader global push to enforce HS code requirements across all carriers.

You can look up codes for free using the USPS HS Code Lookup tool (built into Click-N-Ship) or the U.S. International Trade Commission HTS Database. For a deeper walkthrough, check our HS code classification guide.

Using the wrong HS code can lead to incorrect duty assessments, customs holds, or seizure of goods. In some cases, it creates serious compliance issues.

Step 6: Complete the Customs Declaration Form

Every international shipment (with narrow exceptions for First-Class Mail International letters and large envelopes under 15.994 oz) must include a customs declaration form. For USPS, PS Form 2976-A covers roughly 80% of international shipments.

The form must be computer-generated using approved USPS software that electronically transmits customs data to U.S. Customs and Border Protection. Handwritten forms are not accepted for merchandise shipments.

On the form, you’ll declare each item’s description, HS code, quantity, weight, value, and country of origin. For shipments valued over $2,500, you may also need to file Electronic Export Information (EEI) through the Automated Export System.

For a detailed walkthrough, our USPS customs form guide covers each field.

Step 7: Choose Your Carrier and Service Level

Different carriers have different strengths for international shipping. Your choice depends on the destination, package weight, speed requirements, and budget. We cover the carrier comparison in detail below.

Step 8: Print Labels and Customs Forms Together

Most shipping software generates your shipping label and customs forms as a single transaction. This ensures the data stays consistent. If you’re using USPS Click-N-Ship or third-party platforms like Shippo or ShipStation, the customs form data is transmitted electronically at the same time the label is created.

For guidance on creating labels at home, see our shipping label printing guide.

Step 9: Drop Off or Schedule Pickup

Hand the package to your carrier. For USPS, you can drop off at a post office or schedule a free pickup. FedEx and UPS accept packages at their retail locations, drop boxes (for smaller items), or via scheduled pickups.

Key Documents Explained

When preparing international shipments, the paperwork matters as much as the packaging. Here are the documents you’re most likely to need.

Customs Declaration Form

This is the primary document for every international shipment. It declares the contents, values, and purpose of the shipment (gift, commercial sale, returned goods, etc.). For USPS, the standard form is PS 2976-A. It serves as your acknowledgment that you have complied with the shipping laws of both the origin and destination countries.

Commercial Invoice

The commercial invoice is a separate document from the shipping label. It’s used by customs authorities for taxation and duty assessment. You’ll typically need three copies, placed in a clear pouch on the outside of the package so a customs officer can review it without opening the box.

The commercial invoice should include the buyer and seller details, item descriptions, quantities, unit values, total value, HS codes, and country of origin for each item.

Packing List

A packing list details the contents of each package, including weights and measurements. It helps customs verify that what’s in the box matches what’s declared on the other documents.

Certificate of Origin

Some destinations or trade agreements require a certificate of origin (COO), which identifies the country where the product was manufactured, produced, or grown. The COO is not necessarily where a product was shipped from. Getting this right is critical because it determines customs duties, eligibility for free trade agreements, and compliance with international trade sanctions.

Falsely claiming preferential tariff treatment under a free trade agreement when your goods don’t qualify is fraud. It can result in fines and penalties.

Electronic Export Information (EEI)

Required for individual shipments valued over $2,500, or for goods that require an export license regardless of value. Filed through the Census Bureau’s Automated Export System before the shipment leaves the U.S.

2025-2026 Regulatory Changes That Affect Every International Shipper

This is where things have changed dramatically, and where most existing guides are out of date.

The De Minimis Exemption Is Effectively Gone

For years, goods imported into the U.S. valued under $800 per person per day were exempt from duties and formal customs entry. That exemption was suspended as of August 29, 2025. The U.S. government eliminated the de minimis duty-free treatment for all countries, meaning every inbound shipment, regardless of value or origin, now goes through customs entry and is assessed import duties, taxes, and fees.

The real-world impact has been swift. UPS recently reported thousands of U.S.-bound parcels being delayed or even destroyed after failing to clear customs under the new rules.

For postal shipments specifically, the new tariff structure works like this: international postal shipments are subject to either a percentage duty equal to the IEEPA tariff rate for the country of origin, or a flat tariff of $80 (for countries with an effective rate below 16%), $160 (for rates between 16-25%), or $200 (for rates above 25%).

If you’re shipping to the U.S. from abroad, or your customers are importing goods you sell, this changes the cost equation for every order. The average de minimis package value was just $54 in 2023, meaning the flat tariffs alone can double or triple the effective cost of low-value shipments.

Other countries have their own thresholds to be aware of. The EU sets its low-value import threshold at €150. Canada caps de minimis at CA$40 for taxes and CA$150 for duties.

Mandatory HS Codes on USPS Shipments

As noted above, since September 1, 2025, USPS requires six-digit HS codes on all international commercial shipments. Shipments without valid codes may be rejected by automated export systems.

EU ICS2 Enhanced Description Requirements (February 2, 2026)

The European Union’s Import Control System 2 (ICS2) will require enhanced item descriptions on all shipments entering the EU starting February 2, 2026. This means even more detailed, specific descriptions will be necessary for anything headed to EU member states. Shippers preparing international shipments to Europe should start adjusting their description practices now.

DDP vs. DDU: Who Pays the Duties?

This is a decision every e-commerce seller shipping internationally needs to make, and it’s more important than ever after the de minimis changes.

DDU (Delivered Duty Unpaid) means the customer pays import duties, taxes, and customs fees upon delivery. It’s simpler for the seller, but it creates a terrible customer experience. Buyers are often blindsided by charges they didn’t expect at checkout. Research shows that 75% of global consumers would reconsider buying from a retailer after being hit with unexpected customs fees at delivery.

DDP (Delivered Duty Paid) means the seller covers all duties and taxes upfront. The customer pays one price and receives the package with no surprises. For any market where duty rates are predictable, DDP is the better customer experience.

FedEx and DHL handle DDP more reliably than USPS for most destinations because they operate their own customs clearance infrastructure. USPS relies on destination-country postal services, which vary significantly in how they collect duties.

For a complete breakdown, see our guides on shipped DDP and DDU explained.

Comparing Carriers for International Shipments

No single carrier is best for every international shipment. Here’s how the major options stack up for U.S.-origin packages.

USPS

The cheapest option for lightweight packages (under 4 pounds) with no speed requirement. USPS reaches roughly 180 countries, though service to some destinations is currently suspended. The tradeoff: expect 11-15 day transit times and limited tracking once a package leaves the U.S. network. USPS tops out at 70 pounds for international packages.

Best for: Lightweight, low-value items where cost matters more than speed.

UPS

Strong global network with reliable tracking end to end. But watch for brokerage fees, especially on UPS Standard shipments to Canada and Mexico. UPS charges customs clearance fees based on the value of your shipment, and these can add up quickly on low-value packages. UPS accepts packages up to 150 pounds. Their 2024 holiday on-time rate was 96.5%.

Best for: Heavier packages and business-to-business shipments where the recipient has a UPS account.

FedEx

Fast service with good customs tools and strong documentation support. Higher cost than USPS for most shipments, but more reliable for time-sensitive deliveries. FedEx also accepts packages up to 150 pounds. Their 2024 holiday on-time rate was 91.8%.

Best for: Time-sensitive commercial shipments, especially to Europe and North America.

DHL Express

DHL holds a structural advantage in Asia and Australia thanks to a proprietary network that reduces the number of handoffs a package goes through. For anything time-sensitive headed to Japan, South Korea, Singapore, or Australia, DHL Express Worldwide typically delivers faster and more reliably than USPS postal partnerships.

Best for: Asia-Pacific destinations and shipments where speed and reliability justify the premium. Our DHL vs. other carriers comparison goes deeper on when DHL makes sense.

Want to see actual rate differences? You can compare international shipping rates side by side before choosing a carrier.

All four major carriers implemented a 5.9% general rate increase for 2026, so rates across the board are higher than what you may have seen quoted in older guides.

Common Mistakes That Get International Shipments Held

Practitioners on Reddit and shipping forums report the same handful of errors causing the majority of problems. Here are the ones to avoid.

Vague item descriptions. This is the number one cause of delays. “Gift” and “merchandise” will get your package flagged. Customs officers need to know exactly what’s inside.

Wrong or missing HS codes. Since September 2025, automated export systems reject USPS shipments without valid HS codes. Even with other carriers, wrong codes lead to incorrect duty assessments or holds.

Undervaluing contents. It’s illegal to falsify the value of exported goods on a customs form. If customs suspects undervaluation, they can open, delay, or seize the shipment. Some shippers write “$1” on a $200 item thinking it helps the recipient avoid duties. It doesn’t. It creates legal liability for both parties.

Not checking prohibited items. Every country has a different list. What’s fine to ship to the UK may be banned in Brazil. Always check before you pack.

Ignoring brokerage fees. This catches a lot of people shipping to Canada and Mexico via UPS or FedEx ground services. The brokerage fees on a $50 shipment can exceed the shipping cost itself. For more on this, read our guide to shipping to Canada without duty surprises.

How to Save on International Shipping

International rates are high and climbing. Here are practical ways to reduce costs.

Buy labels online, not at the counter. Purchasing labels through shipping software gives you access to commercial rates that are often 40-80% cheaper than retail counter prices. This is the single biggest savings lever for most shippers. For more on how this works, learn how to unlock shipping discounts.

Use flat-rate options when they make sense. USPS Priority Mail International Flat Rate boxes can save significant money on heavier, compact items. If it fits and weighs enough to justify it, flat rate wins. Our flat rate vs. regular shipping comparison shows when each option is cheaper.

Right-size your packaging. Carriers charge based on either actual weight or dimensional weight, whichever is greater. Using a box that’s too large for your item inflates the dimensional weight and costs you more. A box that closely fits the item (with room for cushioning) saves money on every shipment.

Compare before you commit. Rates for the same package can vary dramatically between carriers depending on the destination. A 3-pound package to Germany might be cheapest through USPS but fastest (and not much more expensive) through DHL. Checking multiple options takes minutes and can save real money.

For a walkthrough on understanding rate factors, see our guide on how to calculate shipping costs.

Frequently Asked Questions

Do I need a customs form for every international shipment?

Yes, with one narrow exception: USPS First-Class Mail International letters and large envelopes weighing under 15.994 ounces do not require customs forms. Everything else, including all packages, needs a completed customs declaration.

What happens if I use the wrong HS code?

Your shipment may be delayed at customs, assessed incorrect duties, or seized. In some cases, using wrong codes repeatedly can create compliance issues that flag your account with customs authorities.

Is the $800 de minimis exemption still in effect?

No. As of August 29, 2025, the duty-free treatment for shipments valued under $800 has been suspended for imports from all countries. Every inbound shipment to the U.S. is now subject to duties and fees regardless of value.

Can I handwrite my customs form?

Not for merchandise shipments through USPS. Customs forms for any package containing goods (as opposed to personal correspondence) must be computer-generated by approved software that electronically transmits the data to U.S. Customs and Border Protection.

What’s the maximum weight I can ship internationally?

USPS caps international packages at 70 pounds. Both UPS and FedEx accept packages up to 150 pounds.

Should I choose DDP or DDU for my e-commerce store?

If you can predict the duties for your products and destinations, DDP is almost always the better choice. Customers who get hit with unexpected fees at delivery are unlikely to order from you again. FedEx and DHL handle DDP logistics more reliably than USPS.

How do I find out what’s prohibited in a specific country?

For USPS shipments, check the Individual Country Listings in the USPS International Mail Manual. For FedEx, UPS, and DHL, each carrier publishes country-specific prohibited and restricted items lists on their websites.

Do APO/FPO addresses count as international shipments?

They’re a hybrid. You pay domestic postage rates and use a domestic-style address format, but you still must complete a customs declaration form. The key rule is to never include a foreign city or country name in an APO/FPO/DPO address.