Introduction
Meeting international shipping requirements sounds straightforward until a parcel gets flagged. Across thousands of shipments, the same patterns appear: a missing phone number, an unreadable barcode, a label placed over a box seam. Each one is fixable before the parcel ever leaves your facility.
This guide compiles the direct input of ePost Global's operations, customer support, and account management teams. It covers four things you control: data, customs information, label quality, and label placement. Get all four right, and your parcels process faster, clear customs more reliably, and reach recipients without unnecessary delays.
Who this guide is for: Brands and direct-to-consumer shippers, fulfillment houses, platform and marketplace integrators, and anyone responsible for creating shipping labels or submitting data to ePost Global.
Get your data right
Data errors cause most scanning failures. Many cannot be fixed once a parcel is received. Many issues cannot be corrected once a parcel is received. The time to get the data right is before the label is printed.
Recipient contact and address
Every shipment must include complete, accurate recipient information. Partial addresses, missing postal codes, or domestic-only address formats are among the most common causes of route failures and undeliverable shipments.
Required fields:
- Full recipient name (first and last name — do not use a company name if this is a consumer shipment)
- Full street address, including apartment or unit number
- City
- State or province
- Postal code (correctly formatted for the destination country)
- Country name and country code
- Recipient phone number
- Recipient email address
Why phone and email matter more than you think: When a parcel cannot be delivered, carriers use phone and email to reach the recipient. Without them, the shipment is returned, held for 6 to 7 days, and either shipped back to you or destroyed. This is one of the most preventable causes of failed delivery.
Common address mistakes
- Using a domestic address format for international destinations
- Omitting apartment or unit numbers
- Incorrect or missing postal code
- Entering the company name in the recipient name field for consumer shipments
- For Canada: incorrectly formatted or incomplete postal codes
Note on B2C vs. B2B:
If the recipient is a consumer, the name field must contain a person's name, not a company name. Entering a company name causes customs to treat the shipment as B2B, which triggers a different clearance process and can delay or reject the parcel. If you must reference a company, use the format: Company Name c/o First Last.
Sender and account fields
These fields are required for system processing and must be accurate on every shipment.
- Shipper name, address, and phone number
- Account number
- Unique reference number (never reuse a reference number for a new shipment)
- Sub-account code and store URL (required for fulfillment customers — both must be confirmed with ePost before your first shipment goes out)
- Total order value
Sub-account setup (do this before you ship): Missing sub-account codes are one of the most frequent causes of processing failure for fulfillment customers. Confirm your sub-account code and store URL with your ePost rep before releasing any shipments. For Amazon sellers, include the ASIN in the item code (SKU) field for every product. This allows ePost to clearly identify the item and avoid customs delays.
Special fields by destination
Some destinations require additional data. Missing these fields will cause the shipment to fail customs or route validation.
| Destination | What to include |
| European Union | Valid IOSS number (if applicable). An invalid or missing IOSS number can cause customs delays and potential duty charges for the recipient. |
| Saudi Arabia | Short address code required in addition to standard address fields. |
| Countries with tax ID requirements | Tax ID for the recipient must be included. Confirm requirements with your ePost account rep before shipping to a new destination. |
| Canada | Postal code must be correctly formatted (e.g., M5V 3A8). Partial or incorrectly formatted codes cause route failures. |
Customs information that clears
Customs documentation is one of the most critical international shipping requirements you control. Incorrect customs data is the top cause of holds and rejected parcels. Customs agencies go on what you declare; nothing more. Vague descriptions, inaccurate values, and wrong HS codes create delays that affect your customers' experience and can result in financial penalties.
Item description
Your item description must be specific, accurate, and free of ambiguous terms. Customs scanners and officials use the description to assess what is being shipped. Descriptions that are too vague, too wordy, or that include trigger words will be flagged.
The standard to aim for: describe the item at its most basic level. A customs agent who has never seen your product should be able to understand exactly what it is.
Item name vs. item description — know the difference
These are two separate fields and should not repeat the same information. A common mistake is entering identical text in both fields.
| Field | What to enter |
| Item name | General product name — brief and category-level. Example: Cotton t-shirt |
| Item description | Detailed description including model, materials, intended use, and any relevant identifiers. Example: Short-sleeve cotton graphic t-shirt, crew neck, screen-printed design, adult unisex |
For Amazon sellers: include the product ASIN in the item code (SKU) field for every product. This allows ePost to clearly identify the item and significantly reduces the risk of customs delays.
| Do this | Not this |
| White cotton t-shirt | T-shirt |
| White cotton t-shirt | Clothing |
| Stainless steel water bottle | Gift |
| Ceramic coffee mug | Item |
| Cotton graphic t-shirt | Guns N Roses t-shirt (flagged: weapon trigger word) |
| Vintage decorative vase | Antique vase (flagged: different regulatory category) |
Trigger words to avoid: Words like 'antique,' 'gun,' 'weapon,' 'knife,' 'explosive,' 'drug,' or 'supplement' can flag a shipment automatically, even if the item itself is not restricted. Use the most straightforward, accurate description of the item. If you ship nutraceuticals, vitamins, or food products, check with your ePost rep before shipping to a new country. Many countries restrict or prohibit these categories.
HS codes — a core international shipping requirement
The Harmonized System (HS) code identifies your product category for customs purposes. The first six digits are universal. The remaining digits vary by destination country. Incorrect or restricted HS codes are a frequent cause of customs holds.
- Use the full HS code for the destination country, not just the first six digits
- Do not guess — use a validated HS code lookup tool or confirm with your ePost rep
- Avoid HS codes for restricted categories unless your items genuinely fall in them
- For bundles and multi-item shipments, confirm the correct code for each item type
Item values
The declared value must reflect the true retail purchase price of the goods. Do not declare zero, approximate, or discounted values. Customs agencies check declared values against known market prices.
BOGO and free items (always declare a fair value): Buy-one-get-one and promotional free items are a frequent cause of customs flags. Even free items must be declared at fair market value. Never zero. Customs does not recognize 'free' as a valid declared value. Assign the standard retail price or a reasonable fair market value to every item in the shipment, regardless of how it was priced at checkout.
What happens when values are wrong: If customs determines that the declared value does not match the actual value of the goods, the shipment can be held, the recipient can be charged additional duties, and your business can face penalties. In some cases, the parcel is returned or destroyed.
- For bundles or multi-item orders, declare the value of each item individually — not a combined total
- For multi-quantity items, confirm the per-unit and total value are entered correctly
- The declared value on the label must match what is in your data file
High-value shipments
PPDC, DDP, and DDU services have a hard limit on value. Go over it, and the shipment must be rerouted. Exceeding these thresholds requires a different routing process.
| Threshold | What it means |
| Up to $2,500 | Eligible for PPDC DDP/DDU services. Standard processing applies. |
| Over $2,500 | Must be routed as a courier shipment via DHL or FedEx. Do not submit via standard PPDC service. |
| US exports over $2,500 | An AES/EEI (Automated Export System / Electronic Export Information) filing is required under US regulations. Confirm with your ePost rep before shipping. |
Full customs data checklist
Include all of the following for every item in the shipment:
✓ Clear, specific item description for every item (item name and item description fields are distinct — not repeated)
✓ Amazon sellers: ASIN included in item code (SKU) field
✓ HS code (full, destination-appropriate)
✓ Accurate item value (true retail price) — BOGO and free items must have a fair market value declared
✓ Parcel value confirmed — if over $2,500, routed as courier (DHL/FedEx), not PPDC service
✓ Quantity per item
✓ Country of origin
✓ SKU or item code (if applicable)
✓ Tax ID (if required by destination country)
✓ IOSS number (if applicable and valid)
Label quality
Once a parcel is received, a bad barcode cannot be fixed. Poor label quality requires manual handling every time. It adds handling touches, slows processing, and during peak season can delay a shipment by days or weeks.
The good news: label quality is entirely within your control before the shipment leaves your facility.
Print quality checklist
✓ Clean and maintained printer heads — check and clean daily
✓ Run a calibration test on your printer daily before production
✓ Barcodes are dark, crisp, and fully printed with no lines running through them
✓ No blurry, faded, or stretched output
✓ Barcode is printed at the correct size — standard is 4x6 inches; do not resize
✓ Only one barcode is visible on each parcel
✓ No tape or glare covers any part of the barcode
Common label quality mistakes
✗ Printer heads not maintained — this is the single most fixable cause of unreadable barcodes
✗ Multiple barcodes on the same parcel — automation will scan one; if it scans the wrong one, the parcel fails
✗ Barcodes resized below minimum spec — they appear printed but cannot be read by machines
✗ Lines through the barcode from a worn or low-ink print head
✗ Tape applied over the barcode area
If you use an API or third-party label generation
Test your label output before going live. Automated label creation does not guarantee label readability. Confirm with your ePost rep that a test label has been reviewed and approved before you begin production shipping.
Label placement
A correct label in the wrong spot will still fail. Automated equipment reads barcodes as parcels move through on a conveyor. If the barcode is not flat, visible, and accessible to the scanner, the parcel is rejected and must be processed manually.
Where to place the label
✓ On the widest, flattest surface of the parcel
✓ Away from all seams, edges, and creases
✓ Flat against the surface — not folded, wrapped, or overlapping any edge
✓ To the left or right of a box seam — never directly on or across it
Where not to place the label
✗ On or across the seam of a box — the seam distorts the barcode when the box is assembled
✗ On the corner of a polybag — polybags bend and warp at corners, making the barcode unreadable
✗ On the shortest dimension of a box — this causes lightweight parcels to tip over on the conveyor, preventing scanning
✗ On a surface where the parcel will be standing upright — if the parcel falls, the scanner misses it
✗ Wrapped around any edge or corner
What happens when a parcel fails scanning: The parcel goes to a reject bin. It is then manually run through additional processing steps: re-run through the machine, then manual processing, then Momentum. If all three fail, it goes on hold. Each step adds handling time and cost. A single reject can be touched 2 to 4 additional times before it is resolved. During peak season, this can mean a delay of several weeks.
Polybag-specific guidance
Polybags require extra care with label placement because the material is flexible. If the label is placed at a corner or edge, the natural bend of the bag warps the barcode and makes it unreadable by automated equipment.
- Place the label on the center-flat section of the polybag front
- Avoid corners and any area that bends when the bag is handled
- Do not place the label where the bag seals — the fold creates a crease under the label
Packaging and service compliance
Packaging specifications are part of your international shipping requirements, and parcel failures are not always about data or labels. Packaging that does not meet service specifications or destinations that do not qualify for the selected route will also cause shipments to fail.
Weight and dimensions
- Confirm the parcel weight is within the limits for your selected service
- Confirm the parcel dimensions are within service limits
- Enter accurate weight and dimensions in your data — do not estimate
- Oversized or undersized packaging creates both operational problems and unnecessary cost — right-size your packaging to the product
Destination and route eligibility
- Confirm the destination country qualifies for your selected service before creating a label
- Not all routes serve all countries — selecting the wrong service causes route failure
- If you are unsure whether a destination qualifies, confirm with your ePost rep before shipping
Restricted and high-value items
- Check whether the item is restricted or prohibited in the destination country
- Some categories — nutraceuticals, vitamins, food products — are restricted in specific markets
- High-value items may exceed service thresholds — confirm with your ePost rep
- If you are shipping items that include battery, hazmat, or fragile indicators, confirm packaging and label requirements
Multibox orders
Multibox orders require individual attention for each box in the shipment.
✓ Each box must have its own label
✓ Each box must have a unique tracking and reference number
✓ Data must match the specific contents of each individual box
✓ Do not apply the same label to more than one box in a multibox order
What happens when things go wrong
Understanding the downstream impact of errors makes the case for getting it right the first time. When a parcel fails, whether due to bad data, an unreadable barcode, or a scanning failure, the consequences multiply quickly.
The reject workflow
When a parcel cannot be scanned by automated equipment, it is moved to a reject bin and manually worked through the following steps:
- Re-run through the automated machine
- Sent to manual processing for dimensional scanning
- Processed through Momentum
- Placed on hold for manual troubleshooting if all three fail
- Released and processed again once the issue is resolved
Each parcel that follows this path is handled 2 to 4 additional times. Each touch adds labor cost and time. During peak season, a rejected parcel can wait weeks before it is fully resolved.
The real cost of errors
| Error type | What it causes |
| Missing phone or email | Final-mile carrier cannot reach recipient. Parcel is returned, held for 6-7 days, then returned or destroyed. |
| Bad barcode / unreadable label | Parcel goes to reject bin. Manually processed 2-4 additional times. Peak season delays up to several weeks. |
| Incorrect customs data | Customs hold or rejection. Potential duties charged to recipient. Possible financial penalty. |
| Wrong HS code | Flagged by customs. Parcel held for review. Clearance delayed. |
| Duplicate reference number | System rejects the shipment. Cannot be processed until the issue is resolved. |
| Missing sub-account (fulfillment) | Processing failure at intake. Parcel cannot be matched to the correct account. |
| Bad label placement | Automated scanning fails. Parcel goes to reject bin. Additional handling required. |
| Incorrect or missing IOSS (EU) | Recipient is charged duties at delivery. Customer experience damage and potential chargeback. |
Pre-shipment checklist
Run through this checklist before releasing any shipment to confirm you've met all international shipping requirements. Print it and keep it at your packing station or build it into your pre-ship review process.
Recipient data
✓ Full name (person, not company, for consumer shipments)
✓ Complete street address including unit or apartment number
✓ City, state/province, postal code, country code
✓ Recipient phone number
✓ Recipient email address
Account and sender fields
✓ Account number confirmed
✓ Unique reference number (not previously used)
✓ Sub-account code and store URL confirmed with ePost (fulfillment customers)
✓ Shipper name, address, and phone number
✓ Total order value
Customs information
✓ Clear, specific item description for every item
✓ Full HS code appropriate for destination country
✓ Accurate item value (true retail price, not zero)
✓ Quantity, SKU, and country of origin for every item
✓ Tax ID included if required by destination
✓ IOSS number included and valid (EU shipments)
✓ No restricted items or trigger words in descriptions
Destination and service
✓ Destination country qualifies for selected route
✓ Service type matches the shipment
✓ Weight and dimensions entered and within service limits
Label quality
✓ Printer heads cleaned and calibrated today
✓ Barcode is dark, crisp, and fully legible
✓ No lines running through the barcode
✓ No multiple barcodes on the parcel
✓ Label size meets specifications (standard 4x6)
✓ No tape over the barcode
Label placement
✓ Label is on the widest, flattest surface
✓ Label is not on or across a seam or crease
✓ Label is not on the corner of a polybag
✓ Label is not on the shortest dimension of the box
✓ Label is flat — not folded, wrapped, or overlapping any edge
Multibox orders
✓ Each box has its own label with a unique reference number
✓ Data matches the specific contents of each box
End-of-day close-out
✓ All shipments reconciled
✓ Canceled parcels removed from system
✓ No duplicate uploads confirmed
✓ All data confirmed as successfully transmitted
First-week review
The first week of a new integration or a new shipping lane is the most important time to catch data mapping errors. Small mistakes that go undetected in week one become recurring problems by week four. The earlier you correct them, the less disruption they cause.
What to review after your first week
- Any exceptions flagged during processing: what caused them and how frequently
- Your first invoice: confirm it reflects what you expected to ship
- Any parcels that were held, rejected, or delayed: review the root cause
- Data mapping accuracy: confirm all fields are populating correctly from your system to ePost
- Label output quality: request a sample scan confirmation if you have not already
Schedule a first-week check-in with your ePost rep
ePost Global recommends connecting with your account rep after your first week of shipments to review exceptions and confirm all is working as expected. This check-in is the fastest way to catch systemic issues before they compound.
What the check-in covers:
- First-week exception review
- Invoice confirmation
- Any recurring data or label issues identified
- Adjustments to system mapping if needed
A final note
The customers who process most reliably share one habit: they treat data quality and label quality as part of their production process, not an afterthought. They check their printer daily. They validate their data before it goes out. They review their first exceptions quickly.
That discipline is what separates a smooth international shipping operation from one that generates costly rework. This guide gives you the foundation. Your ePost Global team is here to help. If you have questions about international shipping requirements for a specific destination, your account rep is your first point of contact.
Need help? Reach out to your ePost Global account representative before you go live with a new integration, before peak season, and any time you are shipping to a new destination country. Early conversations prevent the most expensive problems.
