How to package documents for international shipping

21 October 2021

There's no doubt that shipping important documents (like passports and birth certificates) can be stressful.

With that being said it’s important to choose a
shipping partner that will guide you through the whole process, provide you with parcel tracking and be your single point of contact.


Packaging your documents:


Ensuring that your goods go undamaged is all the more necessary when sending or receiving important documents. A passport, contract or other important document that gets damaged in transit will cause you a lot of unwanted stress. That’s why it's crucial to choose the right envelope, bag or box to ship your specific documents in. This will go a long way in minimising the risk of damage and ensuring that your documents arrive safely at their destination.


General Packaging Guidelines for Important Documentation:


The guidelines for packaging documents are grouped by weight, size and the quantity of the documents that you want to ship. Below are three basic categories that satisfy most of the document shipping requests we get at InXpress Sandton.


If you feel that your document shipping requirements do not fit into one of these categories then contact us for bespoke advice.


*Single Documents (Up to 500g)


  • Standard envelope
  • Up to 24 pages
  • Up to 500g
  • Cardboard design
  • Basic protection against bending or creasing
  • Sealed for added protection against moisture or stains


*Multiple Documents (Up to 2kg)


  • Shipping bag
  • Up to 2Kg
  • Secured in an envelope, sleeve or file before placing in the bag
  • Include contact information in each envelope to be safe
  • Place cardboard on the bag to reduce movement during transit


*Multiple Documents (Over 2kg)


  • Shipping box
  • Over 2Kg
  • No archive or paper boxes
  • Secured in an envelope, sleeve or file before placing in the bag
  • Include contact information in each envelope to be safe
  • Fill up any void space to prevent movement during transit


The Do’s & Don'ts of Shipping Important Documents:


Documents can be both flimsy and confidential. That's why it's vital that you package them correctly. You want to avoid any damage during transit while ensuring that the packaging is secure and safe.


Do’s:


  • Thick envelopes so that no one can read your documents through the packaging.
  • Envelopes with a hard back to avoid bending.
  • Sandwiching your document between two pieces of cardboard can also help.
  • Bubble wrap and internal packaging if using a box
  • A waterproof wallet for your shipping label


Don’ts:


  • Black plastic wrap as shipping scanners can struggle to read anything with a reflective surface
  • Clear tape over your shipping label, as scanners will also not be able to read it.
  • Have lots of void space in a box that will cause movement during transit
  • Using paper boxes or other incorrect boxes that are not built for international shipping


What are the common types of documents we ship at InXpress?


We, at InXpress Sandton have multiple packaging options available for when you want to ship documents internationally. 


Some of these documents include but are not limited to:


  • Contracts
  • Certificates
  • Passports
  • Identity documents
  • Case files
  • Blueprints
  • And much more



In Conclusion


Luckily today most important documents are shared and sent via email or other digital means. In some cases you will still need to send and receive original documents that are signed for legal reasons. We know how important it is to you that the documents you send arrive in a safe and timely manner at your destination. 


Contact us today for a brief chat about how we can help you with all your international document shipping requirements.

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