How to Send Documents Abroad by Courier?

Are you wondering how to safely send documents abroad? Contrary to appearances, it is not difficult at all. Thanks to Meest Post services, you can do it quickly and conveniently, without worrying about the condition of the documents or the delivery time. Check what you need to remember when sending such a shipment and how much it costs.

What Documents Can Be Sent by Courier?

Documents in a courier shipment include all kinds of contracts, powers of attorney, and certificates. These include, above all:
employment contracts,
medical records,
tender documents,
commercial offers,
accounting documentation,
passports, ID cards, and driver’s licenses,
tickets and vouchers.

Keep in mind, however, that not all documents can be sent by courier without restrictions. Transporting passports or ID cards between some countries may be completely prohibited or involve additional formalities.

Sending Documents to the EU and Outside the EU – Differences

The rules for sending documents by courier differ depending on the country to which you are sending the parcel.

Sending documents within the European Union is definitely simpler. They do not have to go through customs clearance, so the whole process is basically the same as for domestic shipments. It is enough to:
address the shipment correctly,
describe its contents,
send it with Meest Post.

The situation looks completely different when you send documents outside the European Union, for example to the USA, the United Kingdom, or Ukraine. In such a case, the shipment may be subject to customs clearance, and you must specify its contents precisely. As a result, there is a risk of detailed inspections and delays.

It is worth remembering these differences, because one of the most common destinations for document shipments is Ukraine. Customers send there, among other things, various powers of attorney, certificates, and family documents. In such situations, special attention should be paid not only to properly securing the parcel, but also to correctly describing the shipment, which will make it easier to go through the entire customs procedure.

How to Pack Documents for Shipping?

The safety of documents sent abroad depends primarily on how you pack them. Mistakes at this stage often lead to damage and unnecessary problems. For this reason, when packing, it is worth following a few simple rules:
Place the documents in a plastic sleeve or a hard folder.
Use a stiffened envelope or one lined with bubble wrap to additionally protect the paper from moisture.
If you are sending more documents in one parcel, arrange them so that they do not move around inside the box.
Seal the envelope or box tightly.

How to Describe Documents in an International Shipment?

When deciding to send documents abroad, you must remember to provide an accurate description of the parcel’s contents. This is especially important for shipments outside the European Union – for example, to Ukraine. The more precise the information, the lower the risk of delays resulting from customs clearance.

Sending documents to Ukraine or another country outside the EU requires specific descriptions. Instead of general terms (e.g. “personal items”), use descriptions such as:
“documents”,
“contract”,
“certificate”.

If the documents being sent concern a specific institution, it is worth clarifying this in the declaration. Thanks to this, you will reduce the risk of misunderstandings.

How to Track a Document Shipment?

When sending a document shipment with Meest Post courier services, you automatically receive a tracking number. It allows you to track the parcel and monitor its status on an ongoing basis. Thanks to this, you know where the shipment is at any given moment and when it will reach the recipient. This is especially important for documents that sometimes must be delivered to an office by a specific deadline.

At Meest Post, you can track your shipments at: https://www.meestpost.com/en/tracking

What Should Not Be Placed in a Document Shipment?

You should not place money or valuable items in an envelope or parcel with documents. This method is not intended for sending cash or payment cards. Do not place unsecured data carriers there either.

In addition, familiarize yourself with the restrictions resulting from the list of prohibited goods. For example, documents constituting current and private correspondence between persons other than the sender and the recipient, or persons living with them, are strictly prohibited in postal shipments. Depending on the shipment destination, sending some identity documents may also be prohibited.

You can find details of the restrictions here: https://www.meestpost.com/en/prohibited-goods

How to Send Documents Abroad by Courier? Checklist

If you are wondering how to send a parcel with documents step by step, follow the checklist below:
Check the restrictions for the destination country.
Decide whether to send copies of the documents or the originals.
Protect the documents from moisture and bending.
Accurately describe the contents of the envelope or parcel.
Keep the shipment number and monitor its status.

The Most Common Mistakes When Sending Documents

To reduce the risk of delays and other problems when sending documents abroad, try to avoid mistakes such as:
an unstiffened envelope,
lack of protection against moisture,
an overly general description of the contents,
no copies of the documents,
losing the tracking number,
placing prohibited items in the envelope.

Each of these mistakes can delay delivery or expose you to losses.

How Much Does It Cost to Send Documents Abroad?

Meest Post shipment prices start from PLN 29. However, the final cost of sending documents abroad depends on the destination country, delivery time, and details of the selected service. So check the price list and choose the option tailored to your needs.

Send Documents Stress-Free with Meest Post

By following the above rules, you can easily send documents abroad. So check the options available at Meest Post, then calculate the cost and send your shipment!