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Need to send important documents across town or around the globe? Whether it’s legal papers, medical records, or business contracts, choosing the right courier service is crucial.
In this step-by-step guide, we’ll show you everything you need to know on how to send documents via courier, so your documents can be delivered successfully, (and you won’t have to guess anymore/ headaches anymore)
Let’s get to it.
Contents
1. Prepare the Documents
Before you even think about packaging, make sure your documents are complete and in order. Organize them in a folder or a protective cover to prevent any damage during transit. This step might seem simple, but it’s essential for keeping your documents intact.
2. Packaging Your Documents
Now, let’s talk packaging. Choose a sturdy envelope or a specialized document mailer to protect your papers. If you’re sending multiple pages, consider using a bubble mailer or adding a piece of cardboard to keep them flat. Securely seal the package, and ensure it’s well-labeled.
3. Measure Them Right
A lot of senders missed out on this step, and the results? An incurred charges, return, or both. Now, to avoid this headaches, you need to measure your documents (that are packaged well previously) and provide the measurements when booking the couriers.
Two types of measurement: Volumetric Weight and Actual Weight. Make sure to measure these two and provide the higher amount when booking.
4. Book the Right Courier Service
Picking the right courier service is crucial. You’ll want a service that’s reliable, quick, and fits your budget. Look for companies with good reviews and a track record of delivering documents on time. You can compare easily with EasyParcel and have the courier of your choice come pick up your documents for free – saves you a trip to the courier office.
5. Labelling and Addressing
Addressing your package correctly is key. Write or print the recipient’s address clearly, and don’t forget to include your return address. Double-check the details to avoid any delivery mishaps. You can also have your AWB generated automatically if you’re worried you might write the wrong address, or if you just want to save your time.
6. Delivery Confirmation
Make sure someone is available to receive the documents at the destination. Many courier services offer options for delivery confirmation, like a signature upon receipt. This gives you peace of mind knowing your documents have safely reached their destination. You can also look for Proof of Delivery (POD) where couriers will provide once the documents are safely delivered.
7. Handling Issues or Delay
Sometimes, things don’t go as planned. If you encounter any issues or delays, contact the courier’s customer service. They can provide updates and help resolve problems. It’s also a good idea to send important documents well ahead of deadlines to account for any unexpected delays. But, if it’s really urgent, and you need the documents to be delivered today, then you may opt for same-day delivery couriers.
Pro Tips for Smooth Delivery
Insurance
1. Insurance:
- Why it’s important: Valuable documents can be irreplaceable. Insurance provides financial protection against loss, damage, or theft during transit.
- How to get it: Most courier services offer insurance options. Check with your chosen courier to understand the coverage and costs.
Custom Clearance
2. Customs Clearance:
- Why it’s important: International shipments may be subject to customs duties and taxes.
- How to prepare:
- Correct Documentation: Ensure you have all necessary customs forms and declarations.
- Accurate Descriptions: Clearly describe the contents of your shipment.
- HS Codes: Use the correct Harmonized System (HS) codes to classify your items.
- Value Declarations: Accurately declare the value of your documents
Tracking
3. Tracking:
- Why it’s important: Tracking allows you to monitor your shipment’s progress and identify any potential delays.
- How to track: Most courier services provide tracking numbers that you can use to track your shipment online.
Documentation
4. Documentation:
- Why it’s important: Keeping records of your shipping documents can be helpful for future reference, insurance claims, or tax purposes.
- What to keep:
- Shipping labels
- Receipts
- Tracking numbers
- Customs documents
- Insurance policies
Emergency Contacts
5. Emergency Contacts:
- Why it’s important: Providing emergency contact information can help resolve issues quickly, especially if there are unexpected delays or problems.
- What information to provide:
- Name
- Phone number
- Email address
By following these steps and considering the additional tips, you can ensure a smooth and efficient document delivery process. Choose a reliable courier service, package your documents securely, and initiate the shipping process.
If you prefer an easy shipping experience, you can sign up for EasyParcel account for free, where you can book the best courier at the most affordable rate. Plus, you’ll also get RM10 coupon for free to get you started.
Happy Shipping!
