Sending important documents internationally — passports, legal contracts, academic certificates, visa applications, financial instruments — requires more care than sending an ordinary parcel. Documents cannot always be replaced quickly, and some have no replacement at all. This guide covers what to do to maximise security and ensure delivery.
Choose a Carrier With Document-Specific Services
Major express carriers (DHL Express, FedEx, UPS) offer dedicated document services for envelopes and flat packs up to a specific weight — typically 0.5 to 1 kg. These services are priced specifically for documents and include tracking and signature on delivery. For highly sensitive documents, look for services that require recipient ID verification, not just signature.
Packaging for Documents
Use a rigid backing board or a stiffened envelope to prevent bending in transit. Bend-sensitive documents like degree certificates, certificates of authenticity, and official letters should be shipped in a rigid tube or between two pieces of cardboard inside an envelope. Laminate plastic document covers protect against moisture.
Seal the envelope fully on all sides. Write 'DO NOT BEND' clearly on both sides of the envelope. For very important documents, place them in a sealed inner envelope inside a padded outer envelope.
Tracking and Proof of Delivery
Always ship important documents using a tracked service. The tracking number provides evidence that the shipment was sent and received. Require signature on delivery — this means someone must physically sign for the envelope, reducing the risk of it being left unattended.
For visa applications and official government submissions, check whether the recipient authority accepts couriered documents and what their specific requirements are — some require specific carrier services or particular packaging.
Customs Considerations
Documents are generally exempt from customs duty, but they still require customs declarations when crossing international borders. Declare the contents accurately: 'personal documents with no commercial value' or 'legal documents — no commercial value'. Placing a realistic nominal value (e.g. €1) is standard practice for documents. Stating 'gift' or 'sample' is incorrect and may cause issues.
Some countries require specific documentation for certain document types. Saudi Arabia, for example, requires apostille certification for many legal documents. Check the destination country's requirements before shipping.
If Documents Are Lost
Report a missing document shipment immediately — contact Cargosender with your booking reference. Carriers initiate a trace when a parcel has not delivered within the expected window. For documents that can be replaced (contracts, reference letters), begin the replacement process in parallel — do not wait for the trace to complete before acting.
