Sending a parcel to the UK: box, customs form and the final check
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by Verpakkingdeals.nl
6 min reading time
Shipping to the UK requires a sturdy box AND paperwork. Here's how to choose the right box, tape, and void fill, which customs form goes with which shipment, and which errors cause packages to get stuck.
You've received an order from Manchester, the box is ready, and then you realize you don't know what to put under "description of contents" on the customs form. Since the United Kingdom is outside the EU customs union, every shipment to England, Scotland, Wales, and Northern Ireland requires paperwork. It's not a disaster, but it's something worth figuring out properly once rather than haphazardly ten times.
This article focuses on the practical side: which box to choose, how to seal it, which form goes with which type of shipment, and what mistakes cause packages to get stuck. For the exact tax rules, we refer to official sources—they change faster than a blog article.
Start with the box, not the form
A shipment to the UK travels more miles, is reloaded more often, and may go through a customs scan. This means more handling than a package to Utrecht. Two things therefore become more important.
For postal shipments outside the EU, PostNL uses two forms. Their own advice page describes the distinction as follows: a CN22 is for letters up to 2 kg and letterbox packages up to 1 kg, and a CN23 is for parcels up to 30 kg (including registered mail). PostNL emphasizes that the forms must be filled out completely and correctly, as an incomplete form will cause delays. Always check postnl.nl for current requirements; if you work with another carrier, their specific fields and submission methods apply.
We deliberately do not make statements here about import duties, VAT, and registration obligations: these depend on the value of the shipment, who the recipient is, and what agreement you make with your customer. You can look this up with the Dutch Customs Authority and the British government (gov.uk), or ask your carrier or accountant. Then, include the answer in your shipping terms once, so you don't have to look it up for every order.
What to fill in—and where things go wrong
Most delays are not caused by customs itself, but by a carelessly filled out form. These are the recurring mistakes.
Too vague a description. "Gift", "sample", or "goods" says nothing. Write what it is and what it's made of: "cardboard shipping boxes, 100 pieces" or "cotton T-shirt, 1 piece".
Incorrect quantities and weight. Weigh the package as you drop it off, including the box, padding, and tape.
Understating the value. Tempting, but it's an incorrect declaration and also reduces what you can claim if the package gets lost.
No recipient contact information. A phone number or email address is often needed to clear a shipment or arrange delivery.
Form loose in the box. Papers belong on the outside, legible and protected. An A4 Envelope 229 x 324 mm - 10 pieces (€ 4.00) works as a document pouch if you don't have self-adhesive packing list envelopes.
Always also write the address by hand or with a marker on the box, in case a label comes off. With Permanent Markers 5 Pieces 3 Colors (€ 4.95), it will remain legible even if the box gets wet during transit.
Protection: expect one extra drop
Assume your package will be reloaded more often than a domestic shipment. Fill the space so nothing can shift when you shake the box.
The latter is especially useful for international shipments. If a package is opened for inspection, you will see it - and in case of a damage claim, it avoids discussion about whether the box was opened in transit.
Time, costs, and expectations
Count back from the date the customer wants the package, not from today. A shipment to the UK goes through an extra step, and during the peak weeks of November and December, that step gets busier. Three things you can arrange now:
Set a realistic delivery time on your shipping page and mention the UK separately, stating that customs clearance may take extra days.
Agree on who pays any duties. Whether it's the customer or you is a choice - but the customer must know before checkout, otherwise the package will be returned.
Prepare a standard description per product. One line per item in your system, and filling out the form will only take thirty seconds.
For the cost side: include not only the shipping rate, but also the box, the padding, the tape, and the time the form takes. An international shipment is almost always more expensive than your initial estimate, and you'll want that reflected in your shipping costs rather than your margin.
Short checklist before you drop it off
Box matches content, nothing shifts.
All seams taped, bottom extra.
Description on the form is concrete, quantity and weight are correct.
Value honestly filled in, currency included.
Recipient's contact details provided.
Documents on the outside, legible and dry.
Address also handwritten on the box.
If that list checks out, the rest is a matter of waiting – and letting your customer know in time that a package crossing the border simply takes longer to arrive.
Get started yourself
Everything you read above is in stock with us. For boxes, see Boxes and Packing & Shipping, for tape in Tape, for void fill in Protection & Void Fill, and for document pouches and mail in Envelopes. Do you regularly ship abroad and doubt which box size or bundle is most convenient? Email your question to info@verpakkingdeals.nl - we are happy to help you think about a fixed set of sizes to handle every shipment.
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