How to Prepare and Ship a DHL Package

Not sure where to start with shipping your DHL package? Well, you're in the right place. In this ultimate guide to preparing and shipping a DHL package we will cover everything from costs to boxes to all the important bits in between.

DHL offers you both local and international delivery services and has an impressive global footprint. So impressive, in fact, here’s a list of some of the company’s most impressive achievements:

• The company’s global revenue was 94 billion Euros in 2022

• It is the market leader in out of the home delivery services in Europe with 80,000 service points and 20,000 lockers

• DHL inaugurated its 100,000th access point in 2022

• The DHL network spans 28 countries across Europe

• It has been in business for more than 50 years and serves 2.6 million customers every year

DHL also offers shipping to 220 countries in the world so you can send your packages anywhere (almost) with this simple guide.

Choosing your DHL shipping plan

You can choose between DHL Express, DHL Global Forwarding, DHL Freight, DHL Supply Chain and DHL ecommerce Solutions. The breakdown below tells you how each one works:

• DHL Express – this service delivers packages as quickly as possible and is primarily focused on international shipping.

• DHL Standard – this is for shipping to local and international destinations at standard speeds.

• DHL Global Forwarding – this is standard transport across international air, ocean and overland.

• DHL Freight – this specializes in customized solutions in Europe and offers tracking and heavy or specialized cargo shipping options.

• DHL Supply Chain – this is for supply chain customers and includes warehousing and logistics.

• DHL Ecommerce Solutions – this is for the ecommerce market with last mile parcel deliver across Europe, the US, India and Asia.

Determine your shipment type

DHL will help you to determine which type of DHL shipping is the right fit for your package but the rule of thumb is that you choose the option that suits what your customer needs.

Do they live overseas and want the item tomorrow? Then that’s DHL Express.

Are they local and not in a rush? Then that’s DHL Standard.

Still unsure? Then you only need to complete the step-by-step shipping process outlined by DHL and they will help you pick the perfect solution.

Do you ship ad-hoc or regularly?

If you ship regularly and want to stick with DHL as they better suit your needs, then you may want to consider opening an account. You get preferential rates, regular billing, access to DHL express services and other benefits that can really help you refine your business shipping.

If you use DHL through Veeqo, you get access to the lowest commercially available rates, based on our pre-negotiated pricing from UPS, USPS, FedEx, and DHL and up to 5% back with Veeqo Credits.

So if you’re not ready to open an account, you still get great benefits if you opt into shipping with DHL on an ad hoc basis.

What about customs?

If you’re shipping internationally, you will need to think about things such as customs duties and VAT.

Fortunately, DHL can handle this for you if you pay them an admin fee.

This can really help you minimize the amount of admin you have to deal with when you’re regularly shipping items to international destinations.

Just make sure that when you fill in your waybill (more below) you complete the content description accurately as this will reduce delays and unexpected costs.

Pack your shipment perfectly

Whether you’re shipping locally or internationally, you need to pay attention to the quality of your packaging.

Your items will pass by many people, go into multiple vehicles and items can get damaged if they’re not well packed. When you start out with your shipping, your first step is to pack your items perfectly so they are protected from breakage.

This will also give you accurate dimensions for your shipping quotes and pricing so start here and then go on to organizing your shipment quotes.

Book your shipment

Before you start you will need to get a quote.

Start off by going to the DHL website, selecting Ship and then Get a Quote. You will then complete all the information in the form, including the weight, length, height and width of your parcel and click on Submit.

If you have an account then you won’t need to wait for a quote as you can simply fill in the details and your costs will reflect.

The weight and size of your parcel will affect how this is charged and whether or not you may have to use a package drop-off service. You can opt into DHL collecting the package from you or you can drop it off at a selected point.

Alternatively, you can book a courier collection using the DHL online service or over the phone.

Veeqo’s integration with DHL allows you to quickly find the cheapest shipping label automatically based on the weight and size of your parcel.

You can also use Veeqo to automatically suggest shipping labels for DHL based on their speed, weight, value and location.

Prepare your waybill

Your waybill is essential. This contains all the information needed by DHL to ensure your item gets to your customers if you are shipping internationally. It’s also what customs uses to determine any customs duties or charges so it needs to be as detailed as possible.

Your waybill needs:

• Details of the sender and the recipient including contact numbers and addresses

• Notification as to whether or not duties and taxes have been paid or if these are on the recipient

• The weight and dimensions of the package

• Shipment information for customs

• Tax ID for the recipient and/or the sender

• Your waybill generated by DHL will have a 10-digit unique code known as your AWB (Air Waybill) number and is a reference in case anything happens to your shipment or you need to track it in real time.

• If you are sending a parcel, then you will need a shipping invoice included with your package as this will be used to go through customs. It needs to match the information on the waybill and the contents in the shipment. This invoice is to support the value you have put on the AWB and must be clearly displayed on the box or packaging, not packed away inside. If you are shipping a number of different items in one box, list them all on both the waybill and the shipping invoice.

• You can use Veeqo’s integration with DHL to create all your shipping labels easily and they include tracking IDs so you can easily manage and track your packages.

Top packing tips for perfect deliveries

These tips will help you to pack your items perfectly every time:

• Weigh your items and then choose packaging that can handle their weight. Heavy items will need tougher packaging so they don’t tear through the box or get damaged.

• Strangely sized shipments should fit into a box that can hold their dimensions easily so edges don’t tear the sides of the box or cause damage. Remember to leave room for packing materials.

• If you have a very valuable shipment, don’t stint on the packaging – use extra materials to wrap around the item so it is secured and consider using special handling labels to alert the DHL shipping staff when handling the box.

• Seal the sides of the box and the lid thoroughly so the box isn’t easily opened or broken. A note here – if you are not an account holder, you can’t seal the box until DHL has inspected the contents so make sure you don’t close it up until they’ve done so.

• The H-Tape process is best suited to protecting your packages. This is very easy to do – imagine you are writing an H onto the box with tape. One line of tape down the center, holding the two sides of the box together and then two lines of tape on either end of the box to close the sides. Repeat this all around the box. Then stick on your waybills, shipping invoices and handling labels.

• Read the Veeqo guide to packaging items for shipping as this will help you to optimize your packing and ensure your deliveries arrive safely and in once piece.

Transform your shipping with Veeqo

Veeqo has an established relationship with DHL which means we can help you find the best possible shipping rates based on your package sizes, weights and destinations.

We help you to choose the DHL box sizes you need, manage your shipping labels, plan your delivery dates and manage all the complexities that come with shipping.

And if DHL feels too pricey for your business, have you considered flat rate shipping? Or perhaps you’re struggling with your shipping software and would like to know what shipping software alternatives are out there?

Veeqo will also help you to automate essential shipping and packaging processes and we offer you a solid inventory control solution designed to help you streamline your operations.

We’ve also recently launched the Veeqo Scanner that’s completely integrated with our powerful suite of shipping inventory and warehouse management tools. Completely wireless, it will improve the speed of your order picking process and will help your teams stay efficient and accurate.  

Veeqo provides you with discounted shipping rates across leading suppliers and you can even potentially earn up to 5% back in Veeqo Credits!

Best of all? Using Veeqo and all these services is completely free.