International shipping label guide: How to create, fill out and attach labels

The order is packed, the customer has paid and your dispatch run is nearly ready. Then someone spots a missing postcode, a vague product description or a label that belongs to another parcel. Those small details can turn an otherwise straightforward international order into extra work for your warehouse and support teams.

The useful starting point is to separate the transport label from the customs information. They work together, but they are not always the same document. Here’s how to prepare both and build a repeatable check before dispatch.

Customs documents describe the goods crossing the border. Some postal labels combine delivery details with a customs declaration; other shipments require a separate commercial invoice. A packing slip helps identify what you packed, but does not automatically replace either document.

For example, Australia Post’s CN22 and CN23 guidance sets out formats and eligibility for its business contract services. Those rules should not be treated as a universal template for every carrier or account.

Here’s how the main documents fit together:

One shipment may need more than one of these. Use the carrier’s booking requirements to establish what applies.

How do you create an international shipping label?

Use a carrier’s booking tool or connected shipping label software. An address typed onto a blank document is not a substitute for a valid carrier label and its shipment record.

1. Check that your goods can travel to the destination using your chosen service. Start with the carrier’s destination and prohibited-goods guidance.
2. Confirm the sender and recipient details, including the destination country, postcode where applicable, and contact information requested by the carrier.
3. Weigh and measure the packed parcel. Check the units before entering the figures.
4. Select the carrier and service available for that route and account.
5. Enter the item and customs information, then review the documents the booking system requires.
6. Generate the label, print it in the required format and match it to the correct parcel.
7. Complete any remaining document, manifest and handover requirements before dispatch.

For a one-off parcel, the carrier’s own tool may be sufficient. For repeat orders, international shipping software can reduce rekeying by bringing order and product information into the same workflow. Your team still needs to check that information is correct.

What information do you need for customs?

The required fields depend on the goods, origin, destination and service. Prepare the information below before you book, then follow the requirements shown by your carrier.

• Item description: explain what each product is, what it is made from and its use where relevant. For example, “2 adult cotton T-shirts” gives more useful information than “clothing”.
• Quantity, weight and value: enter accurate figures for each item and the currency requested. Check that line totals and shipment totals agree.
• Country of origin: use the applicable origin of the goods, which may differ from the country you dispatch them from. Seek specialist advice when origin is unclear.
• HS or destination tariff code: check the classification for the actual product. A familiar product name or suggested code still needs review.
• Reason for export: identify the actual transaction, such as a sale, return or repair. Do not describe a retail sale as a gift.
• Additional identifiers or documents: provide tax numbers, permits or other information when required for that shipment.

For US postal shipments, the USPS HS code lookup uses a detailed description and destination to help identify a code. Check that the returned description matches your goods.

Is a commercial invoice the same as a shipping label?

No. A shipping label supports transport and tracking; a commercial invoice gives customs information about the goods and transaction. You may need both.

DHL’s commercial invoice guide covers party details, item descriptions, origin, values and shipment references. Follow the requirements for your route rather than assuming one generic invoice works everywhere.

Check whether documents are submitted electronically or must accompany the parcel in print. Where printed copies are required, follow the carrier’s instructions for the number of copies and their placement. Do not assume that printing a label confirms every customs document has been submitted.

How do duties and taxes affect the shipment?

Before dispatch, confirm who is responsible for import charges and how the selected carrier service handles them. Make sure the delivery terms you communicate at checkout match the booking and customs information.

Do not assume that paying for postage also pays the destination’s duties and taxes. A label alone is not evidence that those charges have been settled. For a fuller explanation of the costs involved, see our international shipping costs guide.

Requirements vary by destination and transaction. Check current carrier and customs guidance, or your customs adviser, before applying a particular duty treatment.

In Starshipit, review your imported orders, carrier selection and parcel details before generating labels. Where your plan includes it, our Product Catalogue can store SKU-level customs descriptions, HS codes and origin information. Its settings determine whether matching product data fills gaps or replaces existing values.

Test a small group of orders before a larger batch. Include different products and destinations so you can check the correct label, documents and product data appear for each shipment. Keep label printing and packing in the same sequence to reduce mix-ups.

Check the carrier’s instructions before using tape or a pouch. FedEx’s label placement guidance says not to apply tape over the barcode, including clear tape, because reflections can interfere with scanning. Keep the barcode flat and unobstructed.

If customs paperwork needs an external document pouch, follow the carrier’s placement instructions. Keep it accessible without covering the transport label.

Where can you create labels for individual carriers?

• FedEx: use its shipping tools and follow the international shipment preparation guide.
• USPS: Click-N-Ship and USPS international preparation guidance cover labels and computer-generated customs forms for supported services.
• Australia Post: use your account’s sending platform and the label format applicable to that service. MyPost Business and contract-service workflows have their own requirements.
• DHL Express: use the booking and document workflow available for your origin country and account, including the commercial invoice where required.

Availability and paperwork vary by market and service. When shipping through an integration, check the supported services for your account rather than assuming every option in a carrier’s own portal is available.