Sending a package from Japan to an international recipient? Let’s get started with the basic process and important considerations when using DHL Express for personal international shipping.
Basic Procedures for Preparing Your Shipment
DHL Express is the number one international shipping service offering Customers a selection of services to ship internationally to 220 countries around the world. (Please refer to the DHL Group Service Guide here ). The key to shipping internationally is learning the steps and understanding how to prepare your shipment before visiting a DHL Group shipping location or requesting a pickup.
1. Confirm What You Can and Cannot Ship
Certain items may be prohibited or restricted for overseas shipping due to aviation law, aviation enforcement regulations, and International Air Transport Association (IATA) agreements.
These items include dangerous goods, certain medical supplies, plants and animals, and weapons-related items. Additionally, each destination country may have its own laws and import restrictions, so check in advance whether your items can be shipped and to stay informed about the latest regulations.
You can check prohibited and restricted items through websites such as Japan Customs, DHL, or JETRO. Prior verification is essential, as packages stopped by customs risk being returned or destroyed during transport.
2. Confirm Required Shipping Documents
International shipping requires documents such as an Air Waybill and a Commercial Invoice. Import permits or certificates of origin may also be necessary, depending on the cargo and the destination. Accurate declaration of the contents of your package can save you time going through customs, additional fees, and prevent legal ramifications.
Receipts or proof of purchase can facilitate customs clearance and the preparation of an Air Waybill, a document related to cargo transportation. The Commercial Invoice provides detailed information about exported and imported goods, including transaction terms. It is essential for customs procedures and duty calculations.
3. Create Your Air Waybill and Commercial Invoice
The Air Waybill summarizes basic information about your shipment. Customers can create an Airway Bill through the "Create Shipping Documents" menu on the DHL Group online shipping tool "MyDHL+". Be sure to accurately enter the delivery address, phone number, and detailed information about your package. We encourage our DHL Group Customers to check information more than once to verify its accuracy.
The Commercial Invoice requires a detailed listing of the quantity and price of the contents. Errors in documentation can cause packages to be held at customs, stopping transport until customs clearance is completed and leading to delivery delays, so accurate preparation is key.
4. Pack Your Items Securely
International shipping involves longer transport distances and more handling than domestic deliveries. It is extremely important to pack your delivery for the journey. Use sturdy cardboard boxes with cushioning materials to securely pack items.
Especially fragile items should be wrapped in bubble wrap, and any gaps in the box should be filled to prevent items from moving and to minimize external impact. Choose new or nearly new sturdy cardboard boxes and securely attach waybills and invoices with transparent tape to prevent them from coming off during transit.
5. Measure and Weigh Your Package
After packing is complete, measure the size and weight of your package to calculate the accurate shipping fee.
Air transport considers the actual weight of the package along with its "volumetric weight" calculated based on the package's dimensions.
Volumetric weight is calculated with this formula:
Volumetric weight (kg) = (Length × Width × Height) ÷ 5,000 (cm³/kg) - Measurements should be in centimeters (cm).
Note: Weight Must be Rounded up to the nearest 0.5kg (in accordance with IATA standards)
For bulky packages, the volumetric weight rather than the actual weight may be used as the basis for shipping fees.
There are restrictions on package size and weight, and oversized or heavy packages may incur additional fees. Checking estimates in advance and measuring size and weight accurately can help avoid unexpected costs. Since rates change in 0.5kg increments, accurate measurement is key to cost reduction.
DHL Express Shipping Methods and Payment Options
Once your package is ready, all that's left is to request pickup. DHL Express offers our Customers assorted options to fit your needs and lifestyle. Customers can ship internationally via DHL Group by:
1. Requesting a Pickup Online
Using DHL's online shipping tool "MyDHL+", Customers can complete everything from creating Air Waybills to booking pickups and paying shipping fees online. A DHL Group Staff member will be dispatched to collect your package at your requested specified location throughout Japan*.
DHL Group is committed to making international shipping convenient for our Customers. One advantage DHL offers is allowing Customers to complete shipping procedures smoothly without leaving their home or office.
*Excludes disaster areas and some regions where pickup is not available. In some areas, DHL's subcontractors handle collection and delivery.
2. Request Pickup by Phone
DHL Express enables Customers to book pickups online or by phone. Customers who need personalized or immediate assistance are encouraged to call DHL Group Customer Service for assistance. When calling Customer Service for a pickup please have the shipping details ready for the Customer Service representative to assist you.
3. Drop Off at a DHL Service Point
Customers may drop off packages that are ready for international shipping at a nearby DHL Group Service Point, where we can help you check the condition of your package and documents, according to our handling procedures, weight measurement, packaging, and payment.
It is recommended that customers complete shipping details and payment in advance through DHL's online shipping tool "MyDHL+" to reduce waiting time and streamline the drop-off process.
4. Ship to DHL from Postal Mailboxes Using Letter Pack
Customers without a nearby DHL Group Service Point who cannot wait for a pickup or want to ship at your convenience regardless of time of day can use Japan Post's Letter Pack to send to DHL Group.
Letter Packs can be purchased at post offices or participating convenience stores. After purchase, create an Air Waybill using the online shipping tool "MyDHL+" and pay the shipping fee by credit card. Place the Air Waybill and your package (invoices are required for packages) in the Letter Pack and send it to DHL from a post office or mailbox.
Learn More About Letter Pack Options Here
Tracking Your Shipment and Contacting DHL Group
Customers can check where their international system is located after shipping using the DHL Express Waybill Number. DHL Group uses the Waybill number as a tracking number. International shipping customers can check the delivery status of their packages in real-time. Information is updated when your package arrives at a DHL Facility throughout its journey.
DHL Express International Shipping Customers can track packages free of charge anytime using DHL Digital Assistant. The Digital Assistant allows Customers to view notifications access frequently asked questions (FAQs) and contact technical support. DHL's official LINE account is accessible via smartphones.
Customers are encouraged to make use of Digital Assistant 24/7. If there is an unresolved issue, contact a DHL Group Customer Service Representative during normal business hours.
Ship your items easily with our experts and global network today
Businesses rely on DHL Group to complete their essential international shipments. Customers can send personal packages overseas quickly, confidently, and with peace of mind. DHL Group's global network provides a wide array of service options for international shipping Customers.
International packages entrusted to DHL Group often are loaded onto an aircraft on the same day***, making next-day delivery possible depending on the destination. The DHL Group offers steady reliable service constantly to over 220 countries. This enables consistent transportation for high-value or urgent packages.
To ensure a worry-free, smooth international shipping experience with DHL Group please check what can and cannot be shipped and prepare the necessary documents properly. DHL Group offers Customers comprehensive support for customs procedures, making it reassuring even for first-time international shippers.
***Same-day shipping may not be possible depending on the location and time of collection. Additionally, delivery may be delayed due to unforeseen circumstances such as weather conditions or customs procedures.
