The Complete Guide to International Postage with Royal Mail

Sending parcels overseas involves more than sticking on a stamp. From customs declarations to carrier options, this guide walks you through the paperwork, cost factors and best practices to ensure your international shipments arrive on time and without surprises.

1. Choose the right service

Royal Mail offers multiple international services: International Standard, International Tracked, International Tracked & Signed and International Economy. Choose based on value, speed and insurance needs.

2. Understand customs documentation

For any international parcel you must complete a customs declaration (CN22 or CN23 depending on size/value). The key points to include are:

• Detailed description of the contents (no generic terms like "gift").
• Quantity and value per item.
• Country of origin.
• HS tariff code where applicable (useful for businesses).

Providing inaccurate or incomplete customs information is the most common cause of delays or returned mail.

3. Restricted and prohibited items

Always check Royal Mail's list before you pack. Commonly restricted items include batteries, aerosols, some fragrances, and perishable food. Prohibited items (such as some chemicals and certain animal products) cannot be shipped at all.

4. Who pays customs and taxes?

Destination countries may levy import duties or VAT on goods. These charges are typically the responsibility of the recipient unless you arrange DDP (Delivered Duty Paid) via a commercial shipping solution. For low-value gifts, many countries still have de minimis thresholds, so check the destination rules before shipping.

5. Packaging and labelling best practices

Use a sturdy outer box, shock-absorbent fill and secure sealing tape. Clearly label the parcel with both sender and recipient addresses in Latin script where possible. Attach the customs forms in a visible pouch or print them directly onto the label when using online postage.

6. Insurance and compensation

Royal Mail's compensation for loss and damage varies by service level. Tracked & Signed services usually include a higher compensation limit. For high-value items consider third-party insurance that covers declared value and customs-related returns.

7. Use online tools for accuracy

Royal Mail's online postage platforms allow you to generate labels, print CN22/CN23 forms and purchase tracking. These platforms often reduce human error and speed processing at handover points.

8. How to handle returns

Plan for returns by including return labels or clear instructions. For businesses, offering a prepaid return label can significantly improve customer satisfaction and streamline processing.

9. Cost-saving tips

• Group orders to reduce per-item costs where possible.
• Evaluate whether International Economy is acceptable for non-urgent, lightweight items.
• Consider regional fulfilment or local marketplaces for high-volume international sales.

10. Scenario examples

Example A: A seller in London sending a 500g electronics accessory to Germany should use International Tracked for predictable delivery; CN22 with accurate HS code is essential. Example B: A UK-based craft seller sending 150g handmade items to the US might choose International Standard to reduce costs, but should warn buyers of variable transit times.

Final checklist before sending an international parcel

1. Is the item allowed to the destination?
2. Have you completed the correct customs form with accurate descriptions?
3. Have you weighed and measured the parcel to estimate costs?
4. Is tracking or insurance needed?
5. Have you checked recipient country duties and VAT thresholds?

Sending internationally can be straightforward with careful preparation. For businesses, investing in a robust shipping process prevents costly delays and builds customer trust.