Sending Documents Overseas

Cover Image for Sending Documents Overseas

Picture this: you've got an important document that needs to be delivered to someone overseas, but you're not sure how to go about it. You're worried about the risks of it getting lost or damaged, and you can't decide which shipping service to trust. Sound familiar? You're in the right place!

Over time, we've successfully shipped all sorts of documents for our clients - from educational certificates and passports & birth certificates to business papers. In this blog post, we'll draw from our wealth of experience and share essential tips and best practices to ensure your important documents reach their overseas destinations from Singapore safely and securely. Whether you're sending documents for work, study, or business, these guidelines will help you ship with confidence. So, let's dive right in!

How to choose a document shipping service

Choosing the right shipping service is crucial when it comes to shipping your important documents overseas. Here are some factors to consider when making your decision:

1. Speed of delivery

Consider the urgency of your shipment and the transit time required to reach your destination. Some shipping services offer faster delivery options than others, but these may come at a higher cost.

2. Customer service and support

Make sure that the shipping service offers excellent customer service and support to address any issues that may arise during the shipping process. Check if they have customer email support or online chat support.

3. Cost-effectiveness and value for money

Select a shipping service that offers competitive prices while maintaining high-quality service. Keep in mind any additional fees, such as customs duties or taxes, that may be incurred during the shipping process.

4. Tracking

Opt for a shipping service with a tracking system, so you can monitor your shipment's progress and make sure it arrives safely and on time.

5. Reputation and reviews

Look for a reputable and reliable shipping service provider. Check online reviews and testimonials from previous customers to ensure that the provider has a good track record of delivering documents overseas safely and securely.

For more expert tips on picking the ideal courier service, check out our “Tips for Choosing the Right Courier Service” article.

How to prepare your documents for overseas shipping

Once you have selected a reliable shipping service, it's important to properly prepare your documents for shipping. Here are some tips to ensure a hassle-free delivery:

1. Make Copies or Digital Backups

Before shipping your important documents, it's a good idea to create copies or digital backups of each item. This will provide you with an extra layer of security in case your documents get lost or damaged during transit. Store these backups in a safe place or on a secure cloud storage platform.

2. Use Protective Sleeves or Covers

Protect your documents from damage by placing them in clear plastic sleeves, document protectors, or plastic covers. This will help safeguard them from moisture, dirt, and smudging, ensuring they arrive in pristine condition.

protective sleeve


3. Choose the Right Packaging Materials

Select a sturdy, weather-resistant envelope or a padded document mailer for your shipment. The right packaging materials will provide the necessary protection against bending, tearing, and external elements during transit. Make sure the envelope or mailer is large enough to accommodate your documents without folding or cramming them.

mailing envelope


4. Secure Your Documents Inside the Package

To prevent your documents from moving around or getting damaged during shipping, secure them inside the package. Place a piece of cardboard or a rigid document backing behind your documents to prevent bending. If necessary, use bubble wrap or packing paper to fill any empty spaces and provide extra padding.

5. Label Your Package Clearly

Write or print the recipient's address and contact information clearly and legibly on the package. Don't forget to include the destination country's postal code and any additional details, such as suite or apartment numbers. Also, add your return address in case the shipment needs to be sent back to you.

6. Attach Customs Forms and Other Required Documentation

Research the destination country's customs regulations and requirements, and accurately fill out the necessary customs forms. Attach these forms and any other required documentation to your package as instructed by your shipping company or the destination country's customs office.

Common mistakes to avoid when shipping important documents overseas

To prevent delays or complications, avoid these common mistakes:

1. Inadequate Packaging

The first step in ensuring the safe arrival of your documents is to use proper packaging materials. A sturdy envelope or a document mailer with additional padding can protect your documents from bending, moisture, and tearing. It's also a good idea to use clear document sleeves or plastic covers for added protection. Remember, your documents have a long journey ahead, and you want to make sure they arrive in pristine condition.

2. Incorrect or Incomplete Addressing

Incorrect or incomplete addressing is a leading cause of delayed or lost shipments. Always double-check your recipient's address and contact information before writing it on the package. Use legible handwriting or print labels to avoid any confusion.

3. Overlooking Customs Regulations

Every country has its own customs regulations, and not following these rules can result in delays, returns, or even confiscation of your documents. Research the destination country's requirements and restrictions, and ensure your shipment complies with them. Fill out customs forms accurately and attach them to your package.

4. Skimping on Insurance and Tracking

Important documents often have significant financial or sentimental value. Therefore, it's worth investing in insurance and tracking services to cover potential losses or damages. Tracking allows you to monitor the progress of your shipment and provides you with peace of mind. If anything goes wrong, insurance can help cover the costs and provide compensation.

5. Ignoring Delivery Timeframes

Timing is everything when it comes to shipping important documents. Be aware of the estimated delivery timeframes for different shipping options and choose the one that best suits your needs.

6. Forgetting to Verify the Recipient's Availability

Nothing is more frustrating than having your documents returned because the recipient was unavailable to accept the delivery. Confirm the recipient's availability before shipping and make sure they are aware of the expected delivery date.

7. Not Choosing a Reputable Shipping Company

Finally, entrusting your valuable documents to a reliable and experienced shipping company is essential. A reputable company will prioritize your shipment's security and provide excellent customer service. Do your research, read reviews, and choose a company that specializes in international document shipping to ensure a smooth and hassle-free experience.

Shipping documents overseas can be complicated, but by following the tips and guidelines in this article, you can ensure a secure and reliable delivery.

At JustShip, we know that shipping important documents can be stressful, so we offer everything you need for a smooth, stress-free process. By choosing JustShip, you'll enjoy benefits like:

By choosing JustShip, you'll enjoy a wide range of benefits, including:

  1. Free pick-up services: We'll come to your doorstep to collect your documents, saving you time and effort.
  2. Expert packing: Our experienced team will ensure that your documents are securely packed in an envelope designed for air shipping.
  3. Insurance options: We offer the option to opt for insurance coverage to protect your valuable documents during transit.
  4. Tracking at no extra cost: Stay informed about your shipment's progress with our complimentary tracking services.
  5. Simplified process: Just fill out our shipment form, and we'll take care of printing the label and completing the customs paperwork on your behalf.

Plus, JustShip is more affordable than other couriers, saving you money on your international shipments. Don't just take our word for it - here's a review from one of our satisfied customers:

justship customer review

To give you an idea of the savings you can get with JustShip, here's a price comparison table based on a 500g shipment to the USA:



Price (0.5KG)


2 - 5 Days


SingPost (Speedpost Express)

6 Days



3 - 4 Days


FedEx International Priority

1 - 3 Days


With our reliable and affordable shipping services, you can trust us to deliver your important documents to their destination quickly and securely. Contact us today to learn more about our document shipping services or sign up and create a shipment with us now!

April 14, 2023

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