Imagine carefully preparing a gift, watching it cross oceans, only to have it detained by customs—or worse, returned—because of a minor error on the shipping label. International shipping may seem straightforward, but every detail matters. Incorrect recipient information can delay customs clearance or result in returned packages. Here's how to ensure your international shipments arrive without complications.
Essential Recipient Information: No Detail Too Small
Completing an international shipping form is like assembling a puzzle—every piece is crucial. These elements must be included:
1. Name: Must Match Official Documents Exactly
- Personal recipients: The name must exactly match the passport or government-issued ID. Use the full legal name—no nicknames. For English names, follow "First Name + Last Name" format (e.g., "Tom Smith").
- Business recipients: Use the complete registered company name without abbreviations (e.g., "ABC Trading Co., Ltd." not "ABC Company").
Special requirements for certain countries:
- Brazil and Russia: Include the company tax ID (CNPJ) or personal tax ID (CPF) after the name. Example: "Maria Silva (CPF: 123.456.789-00)".
2. Contact Information: Correct Format Is Critical
- Phone number: Include a working mobile number with country code in proper format: +[country code]-[number] (e.g., U.S.: +1-1234567890, Germany: +49-17612345678).
- Email: Provide a valid business or personal email address. Some customs authorities send clearance notifications via email.
3. Address: Precision Matters
Follow this hierarchy: Country → State/Province → City → Postal Code → Street → Building/Room Number. Include both local language and English versions where required.
Address components:
- Country: Use standard English names (e.g., "United States" not "USA").
- State/Province: Use official abbreviations or full names (e.g., "CA" or "California").
- City: Use government-recognized names (e.g., "London" not "Londres").
- Postal code: Must be accurate (e.g., U.S.: 90001, UK: SW1A 1AA).
- Street address: Include building name, floor, and unit number for businesses; community and building number for residences.
Language requirements: Non-English speaking countries (e.g., Japan, France) require local language plus English addresses.
4. Additional Information: Country-Specific Requirements
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Tax/registration numbers:
- EU: EORI number (e.g., GB1234567890123)
- Brazil: CNPJ (business) or CPF (personal)
- Saudi Arabia: VAT number
- Recipient type: Clearly mark "Personal" or "Company"—this affects customs duties.
Country-Specific Requirements: Key Differences
North America and Europe
- United States: Include state abbreviation and ZIP code. Businesses must provide EIN.
- European Union: EORI number is mandatory. Address must match EORI registration.
- United Kingdom: Requires GB-prefixed EORI number. Specify England/Scotland/Wales/Northern Ireland.
Asia and Middle East
- Singapore: Include 6-digit postal code. Personal recipients need passport numbers.
- Saudi Arabia/UAE: VAT number required. Names must match VAT registration.
South America
- Brazil: CPF/CNPJ mandatory. Portuguese-English bilingual addresses required.
- Argentina: CUIT tax number required for businesses; DNI for individuals.
Avoiding Customs Delays: Critical Tips
- Consistency: Ensure recipient information matches all customs documents exactly.
- Avoid vague addresses: Never use "near XX road" or "opposite XX company."
- Standard formatting: Use internationally recognized abbreviations.
- Update information: Confirm all details are current before shipping.
Properly completing international shipping forms requires attention to detail. Following these guidelines will help ensure smooth customs clearance and timely delivery.