Shipping
Guide to Shipping Internationally with UPS
- Written by Jana Gentry Smith
When shipping internationally with UPS, juggling a dictionary of rules, customs, and ever-changing costs can make you feel more lost than the parcels in an international shipment gone wrong.
Worries about delays, upset customers, and profit hits are always there. Learning to sell ecommerce products overseas is confusing enough. So, navigating customs forms, variable regulations, surprise fees, and the chaos of lost or damaged packages is easier when you have all the info you need at your fingertips.
In this guide, we’ve compiled the steps and resources you need to help your UPS international shipments get from point A to point B without hiccups.
1. Learn UPS international shipping basics
Preparing to ship your products internationally with UPS isn’t just postage and labels. You need to understand the rules and procedures that could delay shipments. Here's what you need to know before you ship:
UPS international and country-specific shipping restrictions
Each country has unique customs rules for imports and exports. UPS's Imports and Exports Regulation tool simplifies this by making it easy to find country-specific shipping restrictions and service options. Say you're a retailer shipping from the United States to Portugal. The tool can find clearance info, invoice requirements, and more.
Special-care or regulated items
You can’t just slap a shipping label on anything and send it on its way. Some goods require special attention, while others are outright no-nos. UPS outlines specific rules for special-care or regulated items, from beer to batteries and animals to ammunition.
Size and Weight Restrictions
Shipping a large parcel? Think of it like a game of Tetris. UPS needs to be sure each block (or, in this case, package) fits perfectly without exceeding the limit. Understanding UPS’s size and weight restrictions in advance will help you avoid extra fees and streamline your international shipping experience.
Further reading: UPS vs USPS vs FedEx: Which is the best shipping carrier?
2. Prepare your documents for customs clearance
The key to breezing through customs? Have your documents in order. Get ready for a paperwork party because here’s what you'll need to prepare to make it through customs.
The Commercial or Pro Forma Invoice
First, commercial and pro forma invoices aren’t just packing lists. They’re docs that can make or break whether your shipment makes it over the border or not. Here is a breakdown of the difference between the two:
A commercial invoice is a finalized bill outlining the sale and requesting payment for goods or services.
A pro forma invoice is an estimate to share the expected cost with your customer.
One of these is required for all (non-document) shipments that have commercial value. This form is used for importation control, duty determination, and valuation. You'll need three copies of this invoice for every shipment.
If you want to fill out this invoice without assistance, UPS has a guide to completing commercial invoices and information on international shipping forms.
U.S. Certificate of Origin
Items made in the U.S. will likely need a Certificate of Origin to verify where your items were manufactured. The requirement for this certificate can depend on the following:
Agreements between countries (treaty arrangements
Different tax rates (varying duty rates)
Special tax breaks based on where the shipment came from (preferential duty treatment)
Since rules change often, it’s wise to use UPS’s Import and Export Regulation tool to learn which forms you’ll need.
UPS’s Export Assure API
Want a smoother passage through customs? Use UPS’s Export Assure API tool to guide you through shipping rules, help you understand what can and can't be shipped (prohibited goods), and make sure you're following commodity guidelines. It's designed to dodge delays and fines so you can get through customs for a quick delivery.
3. Budget for international shipping duties and taxes
When shipping internationally, it’s a good idea to have a firm grasp of the duties and taxes required for your packages’ passage between the U.S. and your packages’ destination. Like the customs requirements, duties and fees vary by country. So, who’s responsible for paying these duties and fees? Here’s a breakdown of your options:
Understand DDP vs. DDU
Often, duties and taxes are shouldered by the shipper (that's you) or the receiver (your customer). On rare occasions, a third party might foot the bill. This brings us to two terms you should know:
Delivery Duty Paid (DDP): You, the shipper, cover duties, taxes, and fees.
Delivery Duty Unpaid (DDU): Your customer covers the costs.
Shipping DDP can enhance your customers' shopping experience by providing transparent, upfront costs instead of leaving them to shoulder the costs.
Communicate with your customers
If you want your customers to cover these charges, giving them a heads-up before the transaction is good practice to avoid unexpected surprises. Keep in mind if your customer fails to pay, UPS might seek the outstanding amount from you.
Calculate your UPS international shipping costs
Unraveling international shipping costs with UPS requires a bit of digging.
If you're ready to ship now, fill out a form with the dimensions and weight of your items (assuming you're using Standard packaging), and you can see the total. You only need to provide the weight if you're using UPS Express packaging.
Want to get a quote from UPS before you ship? You'll need to complete a different form. This one includes the origin, destination, and weight of your shipment.
Getting a quote allows you to compare service details. Want to calculate the most cost-effective shipping option? You can sort your results by time or cost. If you’re looking for a streamlined way to get the best available UPS rates, you can use shipping software like Veeqo.
4. Locate UPS customer support options for international shipping help
With UPS, you've got a range of customer support options to tackle any issues head-on. Here are some extra options to consider to make it easier for customer support to help you:
Verify your customer received the shipment with proof of delivery
Want to keep a record of delivery in case a customer issue arises? You can sign up for UPS My Choice for Business to manage returns and claims and access detailed shipment and delivery information.
Insure your shipment based on the declared value
UPS gives you a “declared value” safety net of up to $100 for your shipped goods. You can claim up to its total value if your item is worth $100 or less and gets lost, swiped, or busted during shipment.
For an extra charge, you can opt to increase the declared value when setting up your shipping label if you want to insure an item worth more than $100.
Clear customs with UCIX
Customs delays can happen, but they don't have to be a headache. UPS® Customer Information Exchange (UCIX) is a secure online portal that allows you to easily submit necessary information or documents to clear customs and dodge delays.
If UPS determines that your shipment needs extra information to clear customs, it will contact you via email or text. Then, you can enter the required information into the UCIX portal.
7 options for international shipping with UPS
When choosing a shipping option with UPS, factors such as distance, package size and weight, and the specific shipping option you select can all influence the rate. Here are some international shipping options to consider:
Shipping Option | Transit Time | Details | Destination Options |
UPS Express Critical® | Same-day | Contact UPS directly for cost, volume discounts, size and weight restrictions, tracking, and insurance options | 180+ countries |
UPS Worldwide Express Plus® | 1-3 days | Delivery from 8:30-9:00 a.m. Next day to Canada 2 business days to Europe Within 2-3 business days to Asia | 30+ countries and territories |
UPS Worldwide Express® | 1-3 days | Delivery from 10:30 a.m.-12:00 p.m. Next business day to Canada and for documents to Mexico 2 business days to Europe and Latin America 2-3 business days to Asia | 50+ countries and territories |
UPS Worldwide Saver® | 1-3 days | Delivery by end of day Next business day to Canada and for documents to Mexico 2 business days to Europe and Latin America 2-3 business days to Asia | 215+ countries and territories |
UPS Worldwide Expedited® | 2-5 days | 2business days to Canada 3-4 days to Europe 4-5 days to Asia and Latin America | 75+ countries and territories |
UPS Standard® | day-definite | Ground delivery service Delivery time based on origin and destination | To and from Canada |
UPS Worldwide Economy® | 5-8 days | Most economical option Enrollment required Package size and weight limits apply | 210+ countries and territories |
UPS touts UPS Worldwide Economy as its most economical option. With enrollment, you can access affordable rates, fast delivery, end-to-end visibility, convenience, door-to-door service, and customs guidance.
Consider checking with UPS directly or visiting its website for the most up-to-date and detailed information on each shipping option.
5. Get familiar with UPS shipping fees
Knowing how to negotiate shipping rates, where you might pay extra, and where you can save when shipping internationally with UPS makes it easier to budget effectively for your business needs. So, let’s start with the savings.
Discounts and Savings
When you complete a form detailing your business's shipping needs, you can access ongoing discounts of up to 50%- 74% on UPS export shipments. The UPS World Ease® service also simplifies customs clearance. It reduces international shipment costs by grouping several shipments destined for one country or the entire European Union (EU) into a single shipment.
Potential Additional Fees
Keep in mind that there are often optional additional fees beyond the base shipping rate. Here's a list of potential extra charges:
Additional handling fees
Fuel Surcharge
DDU Oversize Fee
Address Corrections
Large Package Surcharge
3rd Party Billing Surcharge
Data Entry Fee (per package)
High-Value Customs Clearance Fee
Other Government Department (OGD) Fee
Missing/Invalid Account Number or Refusal Fee
Preparing for potential fees helps you avoid surprises and keep your shipping budget on track.
4 ways to streamline your international shipping process
Optimizing your international shipping process can be a manageable task. Here are some shipping tips to help streamline your operations:
1. Be detailed with your shipment description
When completing your commercial invoice, include a comprehensive description of your shipment and its products and the product value of everything being shipped.
Customs authorities use Harmonized System Codes, or tariff codes, to identify shipped products and assess any duties and taxes owed. So, providing an accurate, detailed description of your goods (like “men's knitted sweater” instead of “sweater,” “clothing”', or “gift”) helps them assign the correct code for your items.
2. Make use of digital customs forms
If you have a UPS account, speed up customs clearance by using it to submit your commercial invoice digitally. Simply enable Paperless® Invoice in your account settings.
If you don't have a UPS account, print three copies of the commercial invoice to include when you package your items for shipping.
3. Use the correct address format
Like most things, addresses vary by country. Addresses in France, the United Kingdom, and the U.S. differ. With that in mind, use the correct format for where your package is headed. If you need some help, you can find address tips on the UPS website.
4. Use a shipping software tool
You can use the UPS shipping tool for forms and paperwork. Or you could use Veeqo’s free shipping software with a UPS integration to revel in the lowest commercially available rates based on our pre-negotiated pricing. Plus, you can earn up to 5% back with Veeqo Credits.
Following these steps can make your international shipping process more efficient and less stressful.
Reap the benefits of Veeqo's free shipping software
If you’re looking for a faster, more cost-effective way to find the best rates for any parcel — Veeqo’s ecommerce shipping software gives you automated rate shopping, plus discounted UPS commercial rates (and discounts with DHL, FedEx and USPS, too), without any minimum volume requirements. It's a money-saver, cutting costs by an average of $1,200 annually.
But Veeqo's benefits extend beyond shipping. You can create shipping labels and manage shipments all within Veeqo. It also provides comprehensive tools for inventory and order management, warehouse efficiency, analytics, multi-channel integration, returns management, and barcode scanning.
Ready to save time, money, and headaches on your international UPS shipments? Sign up for Veeqo's free shipping software today.