PACKAGING AND SHIPPING TIPS

Please be aware that there are a lot of restrictions on what you can ship and where. The following is a brief guide but the rules are constantly changing so please ask if you have any questions.

What You CAN'T Ship

Any or all packages are subject to be opened by Telexperts-The Ship Centre and/or the courier for inspection. Differences in what is being sent and what appears in the paperwork OR attempting to send items that are not allowed to be sent may result in the refusal by Telexperts-The Ship Centre and/or the courier to accept the shipment for delivery.

Different couriers and countries have different things that they will not accept for shipment. Ensure that you know whether you can ship the items to their destination BEFORE you package them and preferably, before you BUY them. Trying to send things that you are not allowed can minimally result in the loss of your shipment to charged by the courier for expenses and costs for having to deal with the effects of shipping something to being charged and prosecuted under the law.

One example of things you can't ship is used items into Mexico. Mexican Customs will refuse it at the border if the items inside the package appear to be used, such as clothing. Ensure that you leave the tags, labels and packaging on the new shirts or whatever it is you are sending into Mexico, otherwise you will get the items back at extra cost for their return.

The following are considered Dangerous Goods and are not allowed to be sent via courier except under highly controlled conditions

• Chemicals: are usually prohibited in most forms, although some chemicals may be allowed or allowed in certain forms (liquid, powder, solid, etc).
• Explosives: Including signal flares, ammunition, fireworks, detonators, black powder, cartridges, dynamite, flash powder, grenades, nitroglycerin, rocket motors, toy caps, starting pistol caps, explosive fuses and igniters, etc.
• Gases: Aerosol containers, butane, propane, carbon dioxide cartridges, cigarette lighters, fire extinguishers, compressed gas cylinders (various contents), cryogenic liquids, mustard gas, etc.
• Flammable Liquids: acetone, adhesives (glue), alcohols (butanol, methanol, ethanol, etc.), camping fuel, aftershave lotion, paint stripper, gasoline, gasoline additives, paints, enamels, lacquers, perfumes, solvents, thinners, turpentine, naptha, petroleum distillates, etc.
• Flammable Solids: calcium, oil-impregnated fabrics, fire starters, fish meal, lithium batteries, magnesium, matches, mothballs, napthalene, nitrocellulose products, oily cotton waste, fuel tablets, phosphorous, sodium, etc.
• Human Remains: Human remains in any form are usually not allowed for transport.
• Oxidizers & Organic Peroxides: adhesives, bleaching powder, disinfectants, ammonium nitrate fertilizer, fiberglass repair kits, hair & textile dyes, nitrates, organic peroxides, oxygen pellets, hydrogen peroxide, oxygen, etc.
• Toxic & Infectious Substances: antiknock compounds, arsenic, carbon tetrachloride, chloroform, disinfectants, drugs, dyes, fungicides, hepatitis, HIV, infectious biological products, infectious blood, wood preservatives, photographic chemicals, herbicides, pesticides, insecticides.
• Radioactive Materials: medical isotopes, measuring instruments, etc.
• Corrosives:acids, battery acid, caustic soda, disinfectants, drain openers, dyes, etching fluid, formaldehyde, household bleach, paint or varnish remover, potassium hydroxide, sodium hydroxide rust remover, soda lime, cleaners, fire extinguishers, lye, oven cleaners, etc.
• Other Dangerous Goods: asbestos, battery-powered devices with the battery installed, dry ice, hazardous wastes, self-inflating life preservers, air bags, strong magnets, gas-filled shock absorbers, etc.
• Standard items that can NOT be shipped include perfume or cologne, due to their highly concentrated odour/aroma. In a plane the breakage of a bottle of perfume can be so overpowering it could be like getting hit by pepper spray here on the ground. Bottles may break for whatever reason and the resulting damage to other packages will be charged back to you.
• Most couriers prohibit the transport of weapons such as firearms or firearm parts or ammunition except under special conditions including a waybill that requires signatures after each hand-off and special shipping cases. Not all couriers are able to offer the transport of weapons.
• Foodstuffs may have restrictions on shipping, including no sending of frozen items, no use of dry ice or other limits. Food items being sent into the USA require prior notice and may be subject to additional paperwork in order for them to be sent across the border.
• Most Muslim countries have bans on items that may be offensive to the faith of Islam, such as pictures of women semi- or unclothed, pork products or anything derogatory to the Koran, the faith, religious leaders, etc. Inclusion of one such item in the shipment may result in the loss of the entire shipment and there may be consequences for the intended receiver of such a shipment.
• Cash or cash equivalents (stocks, bonds, etc.) are not insurable through a declared value with the courier. If you send cash or cash equivalent through the courier and it goes missing, there is zero liability with the courier.

Drugs (Prescription and non-prescription): Some countries prohibit the importation of drugs while others highly regulate the importation of drugs. If you are allowed to send drugs to a particular country you should be prepared to include a complete medical description of the drug along with an original prescription to the person receiving the drug, along with cost and country of manufacture. Certain drugs may not be allowed while other drugs may be allowed.

You, as the sender of the item are responsible for the proper description and disclosure of all items in your shipment. Failure to fully disclose such items could land you in trouble with the law and be personally responsible financially for any loss suffered by the courier, their carrier and anyone else that your shipment affected.

Also be aware that ALL shipments (envelopes & parcels) are subject to inspection by the customs agents in the country you are sending to. This means that items may be opened up to be looked at based upon your description or may be randomly opened for inspection as a general look to ensure that items are correctly marked on the commercial invoice.

Some countries customs agents are more honest than others, which means that in some countries, items may go missing from packages before they are delivered to the receiver. Theft happens, whether from dishonest employees of the courier or people that are hired to assist with other aspects of the delivery of your package or government inspectors who look at your package. If your item is of some value, ensure you have proper insurance or declared value protection on your item before sending it away.

Destination

In order for your package to get their the fastest, it has to be signed for by the receiver. If there is no one there to sign for it, the package goes back to the couriers depot and awaits pickup or redelivery attempts, which delays it getting where it is supposed to go. If possible, ensure the receivers address is a business so that someone is there at all times that the couriers operate. FedEx domestic (Canada) shipments can be left without a signature, but there would be no guarantee that someone did not come along and steal the package if it was left at the receivers.

All international shipments require a signature by the receiver or receivers designate. If someone is not available to sign for the package, it returns to the couriers depot for another attempt at delivery or for return to sender, or possible destruction of the shipment if the sender does not want to pay for the costs of returning the shipment.

Paperwork

The job isn't done until the paperwork is finished. Shipping, especially any package that crosses an international border requires proper paperwork or it will come back to you at your cost. Minimally, it requires a good description on the waybill and there is no maximum on paperwork as each package containing different items could require lots of paperwork. The Customs officials who look at your shipment do not have time to help you with your paperwork. If they can not understand the paperwork or it is missing paperwork they will simply reject it and send it back.

You have to realize that the purpose of each countries Customs department is to enforce that countries rules and laws as to what can be brought into that country. Each country wants to protect and/or encourage their domestic industries or to retaliate against another country economically by making it difficult to import items into that country from a particular country. Whether you think it is stupid or not, those are the rules and the courier is only enforcing the rules placed on it by that country. If you don't want to follow those rules, then do not send an item into that country.

Descriptions must be as detailed as possible. It is not "documents" it is "Business Documents" or "Personal Documents" or "Photographs".

A Commercial Invoice lists different information that Customs requires. Failure to complete it fully will ensure delays or rejection of your shipment. Whether you want the receiver to know the price of what you are sending them, it is required that a value be placed on the commercial invoice along with the country of manufacture, NOT where you bought the item from. Are you related to the person you are sending it to?

US Customs has severe restrictions on certain items being shipped into the USA. All watches require a very complete description of the watch including: description, how many jewels in the movement, type of movement, type of strap, material making up the strap.

Some examples (there are others) of customs paperwork that may be required for your shipment:

• Commercial Invoice or Pro-Forma Invoice
• Single-Country Declaration or Multi-Country Declaration
• Video/Film Declaration
• Artwork Declaration
• B13-Canada Customs Export Declaration
• Certificate of Origin
• NAFTA Certificate of Origin
• FCC Form 740
• FDA Radiation Form FD2877
• Declaration of US Goods Returned

Weight

Maximum weights apply for each package and dimensional weights can make something light but large more expensive to send. This is because there is a limited amount of space in a plane or truck as well as a limited amount of weight each vehicle can carry. Large but lightweight packages are calculated as dimensional weight.

Dimensional weight is calculated by multiplying the length times the width times the height and dividing by the magic number each courier uses to calculate the dimensional weight. For Canpar it is dimensions in inches divided by 173. For FedEx it is dimensions in inches divided by 166 while DHL Express and Canada Post use dimensions in centimeters divided by 6000.

Consider consolidating your packages. One 20 pound package will cost less than two 10 pound packages. Be careful not to exceed the maximum package weights indicated above or to make the package too big or awkward, such as having a heavy and light package put together so one end is heavy while the other is light.

Sizes

Packages must be smaller than a certain size in order for the courier to accept them. Oversized packages can be refused or there may be oversize charges that can add to your costs.

Know that LENGTH is the largest single dimension of a package, whether that dimension is vertical or horizontal. GIRTH is the wrapping around the LENGTH of the package, or two times the width plus two times the height. For example, a box that is 24 inches long by 12 inches wide by 6 inches high has a length of 24 inches with a girth of 36 inches ((2 x 12) + (2 x 6)).

Ensure you have a big enough box size to contain the contents and to have adequate padding to protect the contents, but also make sure that the package isn't too big for the contents as it will only cost you additional money to send it.

Shipment Quantity

Shipments may consist of more than one package for all carriers except FedEx Ground. The other couriers do limit the number of packages per shipment or surcharge if there are more than a certain number of items per shipment. Shipments may also be limited in total weight. Packages are each determined by the greater of their actual or dimensional weight.

FedEx Express: Multiple packages are allowed, but a surcharge of $ is required if more than ? packages are in a single shipment.

FedEx Ground: Each package is considered a shipment. Multiple packages are allowed, but each item is priced as a single item shipment.

DHL Express:

DHL/Loomis:

Canpar: Within Canada - Maximum of 25 packages per shipment or 500 pounds (225 kg) - Anything over requires a second waybill shipment.

Canpar: Into the USA - Maximum of 10 packages per shipment or 200 pounds (91 kg) - Anything over requires a second waybill shipment.

Canada Post: Each package is considered a shipment. You can send multiple packages, but each items is priced as a single item shipment.

Boxes

Boxes are the skin that carries your items to their destination. In order for it to protect its precious cargo, it has to be strong enough to withstand the shipping, which includes other boxes stacked upon your box. New boxes give you more strength and protection than an older box that has been used several times. Damaged shipments due to the use of a used box have a greater likelihood of having a declared value claim rejected.

When folding the flaps on boxes, ensure that you fold the two side opposite each other and then the other two sides. This effect gives the inside flaps some strength with the outside flaps being taped down in an H-pattern (down the centre and across the edges), giving it more strength to withstand other boxes being placed atop your package.

If the item is heavier, reinforce the bottom of the box by having an extra piece of cardboard or hardboard on the bottom of the box. Tape it well to ensure that it can withstand the journey. Make sure that the box you are using is able to support the weight of the item you are shipping.

Use packing tape, NOT duct tape, painters tape, masking tape or other such tapes. These other tapes tear easily and are not as strong.

Do NOT wrap the package with string. All couriers use automated equipment and conveyor belts and string on the outside of the package can get caught/snagged, resulting in your package falling off the conveyor belt or being run over by other packages.

Ensure that ALL previous labels indicating a courier or address are blacked out or covered over. Failure to do so may result in your package being sent to the wrong address.

Couriers and customs agencies look at the packaging. Ensure that your box isn't going to delay your shipment while the courier/customs examines it to ensure that the contents are not what the box indicates, which contents may be illegal to ship. ie. Sending liquor may be illegal, so using that box from the liquor store may cause problems.

High value or more fragile items should be double boxed, with an amount of packing/padding between the boxes. This will have the effect of increasing the size of the package and increasing the dimensional weight of the package, but is required to ensure safe delivery of your package.

Packaging

You are responsible for your packaging, so do your research to ensure to ensure that it is done properly. This includes proper box size as well as correct type and amount of packaging inside to protect the object(s) inside the box.

More damage is done by improper packaging than is done by damage by the couriers in shipping. Remember that physics dictates that an object moving inside of another object continues to move even if the outside object comes to a stop. This will result in the inside object smashing against the inside of the package before it too stops and this is where items break inside the box.

Heavier items require plastic foam pellets, bubble wrap or similar packaging to prevent the item from moving inside the box. Crumpled paper is not suitable for inclusion inside the box in this case, as the heavier item(s) will cause the paper to not have any ability to prevent crushing the paper and allowing items to move inside.

Addressing & Labeling

Ensure that you have the complete and correct address AND telephone number for the person or company you are sending it to and mark it boldly on the outside of the package. Having an address label on the INSIDE of the package in the rare instance that something happens to the outside packaging that prevents easy identification of the address is just an extra bit of insurance in getting your package delivered. While we put a waybill on the box, please ensure that correct addressing is also done on the box, in case the waybill gets separated from the package.

If there are multiple pieces going in the same shipment to the same destination, the boxes should be labeled as 1 of 3, 2 of 3 and 3 of 3 (if there are three items). This helps the courier ensure they get the items together for delivery, and if one goes missing, the receiver can easily see and count the items to know that one has gone astray. Check to ensure that the courier allows multi-piece shipments and what the limits are for number of packages in a shipment.

Ensure that the label is more than a sheet of paper with a couple pieces of tape holding it on. Packages are stacked on each other, slid next to each other and untaped edges may snag on another package and be ripped off. If your package loses a label, it makes it difficult to deliver.

Declared Value (Insurance)

If you are worried that something might happen to your package, then place a declared value on the item. Be aware that there may be restrictions on how much or whether you can place any declared value onto the package. The cost for declared value will vary from courier to courier, and some items have a maximum declared value, such as art work or irreplaceable items.

Declared value can NOT exceed a value that is placed on the shipment for Customs purposes.

Should something happen to your package, the courier will determine whether the package was properly packaged and/or whether there were contents included that should not have been shipped in the package. All claims for damage have to made through Telexperts-The Ship Centre for any packages sent through a Telexperts-The Ship Centre shipping account. There are also time limits on claiming for damages, so ensure you call as soon as possible after damage is noticed. Ensure the receiver examines the package(s) when they are received to check for damage and open them to check for hidden damage.

Declared value prices are usually based on multiples of $100.00, so if your package is valued at $455.00, you could insure it up to $400.00 and assume the risk for the $55.00 or you could insure for the full $455.00 value, but you would NOT be able to insure it for $500.00, even though the cost is based on $500.00. Some couriers have different multiples of insurance coverage, so please ask to ensure that your declared value is sufficient.

Some couriers include $100.00 insurance included in the shipping price while others do not include any insurance coverage. Ensure that insurance coverage is included if you are sending to a residence rather than to a business.

Time

Depending on the courier and location of where you are sending to, your packages may be there quickly or take a while to get there. Ensure you have enough time for it to arrive when it is supposed to. Delays due to customs or weather can prevent the timely delivery of your items. Consider that Christmas time is more hectic and if you can avoid that crunch by shipping earlier, you can have more peace of mind that your packages will arrive on time, even if a delay occurs for one reason or another.

You can save money by shipping early enough to be able to use a ground service instead of an air service. Ground is less expensive but takes longer to get there. Ground is not available for shipments outside of Canada and the USA. Some destination locations may not be available by some couriers.

COD (Cash On Delivery) Shipments

COD shipments can be a risky proposition. The couriers may collect a cheque, cashiers cheque money order or some other payment, but the payment may be forged. The courier is under no obligation to ensure that the payment is cashable and it is accepted at your risk.

If the item is an EBay item, try to ensure that you are paid via PayPal or some other method of payment to ensure you receive your money for the item. Please see our fraud prevention page for additional information on payments and how to spot fraudulent scams.

In no event shall Telexperts-The Ship Centre be responsible for the failure of the courier to collect or to properly collect monies for a COD shipment.

Glossary

Consignee: The person/company that the package or shipment is being sent to.

Customs Agency: Government agency that monitors and inspects the transportation of shipments across their border into and out of their country. Canada Customs is the agency for Canada.

Customs Documentation: The various documentation, including a waybill, required by the customs agency for shipments to cross a border into the country of the customs agency.

Dangerous Goods: Items that are classified as requiring special handling for transport. Such items may or may not be acceptable by a courier or accepted under specific packaging requirements.

Sender: The person who is sending the package or shipment. May be the same as shipper if the sender is paying the courier directly.

Shipper: The person who is paying the courier for delivering the package or shipment. Telexperts-The Ship Centre is the Shipper for any packages sent of Telexperts courier accounts.

Tracking Number: This may be the waybill number or a separate number for each package being sent, in order for the courier to track and ensure the correct delivery of your package.

Waybill: The courier form indicating who the sender/shipper is, who the consignee is, specifications of the package and a tracking number. The waybill indicates an account number for who is paying for the shipment as well as legal responsibilities for the shipment along with other information.