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Shipping Internationally? Be Sure to Dot your I’s and Cross your T’s

By July 16, 2013

Refunds Hall of Fame Shipping internationally means you must have accurate and complete documentation. From ever-changing government regulations and treaty arrangements to customs issues delaying / preventing a shipment reaching its destination, there are a lot of variables in play and good documentation is one of your best defenses. To help you we compiled a list of links and forms in order to complete a proper International Air Waybill as well as a Commercial Invoice, two important documents for international packages. We also have these items in PDF format for your convenience.

Incidentally, if you ship internationally you can’t afford to be without Refund Retriever’s auditing services. Let us monitor your packages with our refund technology and we’ll help you stop losing money in unclaimed refunds for late packages as well as other billing mistakes. By FedEx’s and UPS’s own guarantees, late packages are entitled a refund of shipping charges – even expensive international packages. Our parcel auditing software gives you a direct recovery of these refunds. Click the button below to create an account with us today!

For simplicity we’ve put the FedEx and UPS international shipping resources side by side for you. You will want these forms complete in triplicate.

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FedEx International Air Waybill

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  1. Sender: be sure to include name, phone, your FedEx account number, and address
  2. Recipient: be sure to include name, phone, and address, and if applicable their tax / VAT or similar ID
  3. Shipment: be specific and detailed (the link below provides more details for each of the individual fields)
  4. Service: choose at your discretion; International Priority is the default if left blank
  5. Packaging: mark “other” if using your own
  6. Special Handling: choose special options as desired
  7. Payment: select and complete
  8. Internal Billing: for your own records, include your own invoice / shipping data; FedEx will carry over the first 24 characters to your FedEx invoice
  9. Signature

Drill down through the instructions in this page for full details.

You can order air waybills from FedEx online or over the phone.

Note: FedEx® International Next Flight and FedEx International MailService® use their own special air waybills.
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UPS International Air Waybill

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  1. Sender: be sure to include name, phone, your UPS account number, and address
  2. Recipient: be sure to include name, phone, and address, and if applicable their tax / VAT or similar ID
  3. Payment: select and complete
  4. Service: choose your desired service
  5. Shipment: be specific and detailed (the PDF below provides more details for each of the individual fields)
  6. Country of Origin: indicate where the goods were manufactured
  7. Signature & Date

Page 3 of this PDF gives full detail of the instructions.

You can order air waybills from FedEx online or over the phone.
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FedEx Commercial Invoice

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The commercial invoice is required when using these services:

  • FedEx International Priority®
  • FedEx International Economy®
  • FedEx® International Next Flight
  • FedEx International First®
  • FedEx Express® international (Canada)
  • FedEx International Ground® (Canada)
  • FedEx Express® international (Puerto Rico)
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UPS Commercial Invoice

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The commercial invoice is required when using these services:

  • UPS Express Critical
  • UPS Worldwide Express Plus
  • UPS Worldwide Express
  • UPS Worldwide Express Freight
  • UPS Worldwide Saver
  • UPS Worldwide Expedited
  • UPS Standard
  • UPS Worldwide Express NA1
  • UPS 3 Day Select from Canada
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More FedEx Resources

You can order pre-printed air waybills online or by calling 1.800.GoFedEx 1.800.463.3339 (say “order shipping supplies”).

You can prepare documents online using FedEx Ship Manager® at fedex.com. You can also prepare customs documentation using FedEx International Document Assistance®.

FedEx Express International Document Preparation Terms and Conditions (as of 9/8/2005).

International Shipping – how it works and full details of services.
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More UPS Resources

The online MyUPS site can help determine which forms are required for a given shipment. Login, enter your start and destination countries in the “Forms for Export” box, and the proper forms will appear with the option to complete them online.

International Shipping How-To Guide

UPS Video – How to Ship Internationally
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Refund Retriever is not affiliated with FedEx or UPS. The PDF files above are copyright FedEx and UPS and are given solely for your convenience.

Brian Gibbs

Author Brian Gibbs

More posts by Brian Gibbs

Brian Gibbs | President of Refund Retriever

Brian Gibbs founded Refund Retriever in 2006 while running his first eBay based business and seeing the shortcomings of other shipment auditing companies. Refund Retriever's primary focus is FedEx and UPS parcel invoice auditing. After graduating from Texas A&M University in 2001, he then graduated from the University of Houston in 2004 with a JD and MBA. Gibbs has been featured in Forbes, Entrepreneur and other publications discussing parcel auditing, shipping, e-commerce and more. Learn more at www.refundretriever.com or call (800) 441-8085 for more information.

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