International shipping guidance

International customs declarations

All international couriers require a completed customs declaration (either a CN22 or CN23). This applies mainly to large letters and parcels, but can also apply to some letters.

Failure to complete a customs declaration may cause a significant delay in dispatch. In some cases, the item may not be sent at all.

The Post Room will make every effort to contact the sender so the declaration can be completed. If the sender’s details are not available, we may need to open the item to determine its contents and complete the declaration on their behalf. This will only be done in exceptional circumstances.

Letters and large letters sent with Royal Mail

A customs declaration is not required when sending personal correspondence, commercial invoices or shipping documents.  

A customs declaration is required when sending goods or gifts, such as magazines and books.

Letters and large letters will be sent by the Post Room via Royal Mail unless you request otherwise. Items sent internationally will not be sent on a tracked service unless requested.

Read Royal Mail’s website for further information on sending post internationally.

Parcels sent via DHL

Generally, a customs declaration will always be required when sending parcels.

We recommend parcels are always sent on a tracked service. This should be via a department’s DHL account where possible. This will ensure the sender has full access to costs and tracking information. If your department does not have a DHL account, you can set one up. The Post Room's DHL account can be used where no other account can be accessed

We recommend always insuring any parcels to cover the value of the goods enclosed.

VAT, customs and handling charges

There will be VAT, customs and handling charges when sending items internationally. Charges are applied differntly depending on the country, with VAT being charged at the local rate. Due to the differences between countries, we are unable to provide an accurate indication of costs.

Royal Mail customs charges

Charges will be passed on to the recipient when sending with Royal Mail. It is not possible for the University to arrange for the charges to be passed to the sender.

DHL customs charges

You can choose whether the recipient or the University pays these charges when sending items with DHL. The charges will always be passed to the recipient if you use the Post Room’s DHL account, unless you request otherwise.

Completing customs declaration forms

Read our customs declaration page for further information on completing the correct form.