In today’s digital age, many transactions are completed with the click of a button. However, there are still instances where physical documents must be sent across borders due to legal, security, or confidentiality requirements. Certain sensitive documents — such as legal contracts, financial records, academic transcripts, and medical records — must be physically delivered to ensure compliance with regulatory standards or to maintain their integrity.
While the validity of e-signatures has been recognized since 2001, there are limitations on their use in Thailand. Under the Royal Decree dated November 26, 2006, e-signatures cannot be applied to electronic data messages that involve family and inheritance matters, such as wills and divorce documents.1 Moreover, although transactions executed with e-signatures carry the same legal weight as those signed with pen and paper, the burden of proof for the reliability of the e-signature may vary depending on the type used.2
This means that for certain documents, physical delivery remains the safest and most reliable option, making international document shipping essential for individuals and businesses alike.
Understanding document vs. non-document shipments
To successfully send important physical documents internationally, it's best to understand the difference between document and non-document shipments. This distinction significantly affects how customs authorities handle your shipment, affecting its cost, clearance process, and delivery time.
A document shipment refers to items that hold information in physical form but have no commercial value, such as identity documents, contracts, invoices, or certificates. Since they are non-dutiable, they do not require a commercial invoice and typically enjoy faster processing times.
Non-document shipments, however, have commercial value, ranging from books and blueprints to products like clothing or electronic components. These require a more detailed customs clearance process, including the submission of invoices and other relevant documents.
Why does this classification matter?
Correct classification of your shipment is crucial for avoiding customs issues. Incorrectly categorizing a non-document item as a document — such as shipping a bound book under a document label — could lead to delays at customs, extra fees, or even penalties. Partnering with an experienced shipping provider like DHL Express helps ensure your shipment is classified correctly, preventing unnecessary delays and additional costs.
Essential preparation for sending important documents abroad
To ensure a smooth and secure shipping experience, preparing your documents properly before you send them overseas is crucial. Here are some key steps to follow:
1. Know your destination
Before shipping your documents, research the destination country's specific import regulations and requirements. Some countries may have restrictions on certain types of documents or require additional paperwork. Understanding these requirements in advance can help avoid unnecessary delays or complications at customs.
2. Choose the right packaging
Selecting the appropriate packaging is vital to protect your documents during transit. Use durable envelopes or pouches specifically designed for document shipping to prevent damage. Avoid using regular paper envelopes, as they may not provide adequate protection against rough handling or environmental factors.
3. Label accurately
Clear and accurate labeling is essential for successful document delivery. Ensure that both the sender and recipient information is correct and complete, including names, addresses, and contact numbers. Proper labeling helps prevent delivery issues and ensures that your documents reach their intended destination without delays.
4. Indicate delivery timing
When preparing your documents for shipping, it is also important to indicate the desired delivery timing. For instance, if you need a document to arrive by a specific time, such as 12 pm, consider opting for time-definite delivery services to ensure your documents reach their destination on time, meeting any urgent requirements.
Safeguarding your important documents
To protect your important documents during international shipping, consider purchasing shipping insurance with your courier service provider in Thailand. This optional coverage provides financial protection against loss, damage, or theft, giving you peace of mind throughout the shipping process. DHL Express offers flexible shipment value protection options, allowing you to choose the level of coverage that best suits your needs. With these safeguards in place, you can confidently ship valuable documents knowing they are well protected.
DHL Express: Your trusted partner for document shipping
Sending documents internationally can be a hassle-free process with the right preparation and international courier. DHL Express offers reliable and efficient document shipping services that provide speed, confidentiality, and global reach. With a delivery timeframe of 1 to 3 working days, depending on the destination, DHL ensures your important documents — including confidential letters, legal papers, financial statements, and academic transcripts — arrive safely and on time.
Our door-to-door service guarantees a smooth process from pick-up to delivery, while our online tracking feature keeps you informed with real-time updates on your shipment's status. Whether you need same-day delivery or time-definite services, DHL Express Thailand provides flexible options to meet your requirements.
Plus, with our global network and extensive customs expertise, you know that DHL Express is committed to providing a seamless and efficient document shipping experience.
Ready to ship your important documents? Open a DHL Express business account today and opt for the best way to ship your documents internationally.
