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Criado em 2025.12.22

Common Causes of Delays in International Transportation and Coping Strategies

international shipping

Moving goods across borders can be fast or slow depending on mode, route, and service level. Air transit may take a few days, while ocean routes can span weeks. This variation affects planning and customer expectations.
The international shipping process has five steps: export haulage, export customs clearance, transportation, import customs clearance, and last‑mile delivery. Each handoff adds risk when paperwork, labels, or packing are imperfect.
Shipping rules change from country to country, and some items have limits or taxes. Working with a customs broker or a 3PL that uses multiple carriers can help avoid delays and give you more insight.
To speed things up, make sure your item descriptions are clear, HS codes are correct, addresses are accurate, and everything is packed well. USPS and other carriers might ask for a computer-printed customs form with full item details to skip extra checks.

Key Takeaways

  • Expect tradeoffs: speed costs more; ocean takes longer than air.
  • Know the five-step process to spot where delays occur.
  • Confirm rules for each country and declare items clearly.
  • Use brokers and 3PLs to improve clearance and tracking.
  • Pack right and complete forms to reduce holds and returns.

User intent and what this how-to guide covers

This guide helps U.S. online stores reduce international shipping delays and improve reliability. It offers simple steps to fix the problem areas in your shipping process that cause the most hold-ups.
Who this is for: U.S.-based store owners, operations managers, and shipping coordinators at any company that moves goods overseas. Teams handling returns, customer support, and finance will also find practical value.

What you will learn and expected outcomes

This guide teaches you how to track shipments, fill out customs forms on the computer, and choose the best USPS shipping based on your budget and timing. It also tells you what documents to have, like invoices, packing lists, and customs info.
  • Which single step to improve first to cut manual handling.
  • How to price and communicate duties, taxes, and free shipping thresholds to reduce cart abandonment.
  • Concrete tips for addressing, packing, and tracking so your delivery windows are realistic.
Track your process times and error rates to see improvements. Focus on areas causing issues and come back as things get busier.

Where delays occur in the international shipping process

Every step in getting exports delivered has typical spots where things get held up, and they all need looking into.

Export haulage: pickup and handoff timing

Delays often happen because pickups are late or consolidation deadlines are missed. Make sure you know when the pickup window is and where the carrier handoff will happen.
Tip: Match tender times to carrier linehaul schedules to avoid missing a departure.

Export customs clearance: paperwork gaps

Make sure your invoices are clear and your HS codes are right to get your stuff cleared fast. If you miss the number of items, don't say what things are clearly, or your rules don't match the country it comes from, your package will get stuck.

Main transportation leg: capacity and disruptions

The choice between air and ocean is a big factor in how long shipping takes. Weather, worker strikes, and busy seasons can also impact arrival times.

Import customs clearance: duties and restricted lists

Holds happen because of unpaid fees, bad codes, or restricted items. Double-check where you're sending stuff *before* you ship.

Import haulage and last‑mile: addresses and queues

Wrong addresses, hard-to-reach spots, and long lines at the end can cause delays. Check package sizes and weight limits to avoid returns when delivered.
  • Monitor carrier milestones where you have control and flag tracking gaps early.
  • Build time buffers for each part and keep a central timeline with milestone dates to find recurring bottlenecks.

Customs compliance basics to prevent hold-ups

Clear customs rules and precise paperwork stop most hold-ups before they start.
Only use customs forms made by a computer with approved software. USPS is now using digital forms instead of handwritten ones, because they are faster to scan and have fewer inspections.So make sure you give clear product descriptions.
For example, say men's cotton shirts instead of just clothing. Keep HS codes, declared values, and currency consistent on your documents and electronic data to avoid customs problems.

Prohibited and restricted lists

Every country has a list of items they don't allow or have rules about. Make sure each of your products follows those rules so they don't get turned away or destroyed.

When to use a customs broker

If you're dealing with tricky goods or moving into new markets, think about using a broker. They can help cut down on mistakes in your paperwork and stay on top of any rule changes that could slow things down at the border.
1. Use approved software for customs forms and audit required fields.
2. Verify importer details: legal name, tax/VAT numbers, and contact.
3 Keep an SKU reference file mapping HS code, origin, and description.
Issue
Quick fix
Benefit
When to act
Vague descriptions
Standardize phrases per SKU
Fewer inspections
At pick/pack
Data mismatch
Align invoice and electronic data
Faster release
Before tender
Restricted goods
Check country list and Publication 52
Avoid seizure
During product onboarding

Choosing the right USPS international shipping services to reduce risk

Pick the USPS option that fits how fast it needs to get there, how much it weighs, and how risky you're willing to be.
The different Priority levels matter. If it's super urgent, Priority Mail Express International is the quickest, and you will be given a delivery date. Plus, it has money-back guarantees to some places. If you have something heavier to send, Priority Mail International is cheaper and can handle packages up to 70 pounds.

When to pick First‑Class and Flat Rate

For small orders (under 4 lbs and worth less than $400), First-Class Package International Service is usually the best budget-friendly option. It's great for shipping inexpensive stuff.
If your items fit, use Priority Mail flat rate boxes. Flat rates make pricing easier, help avoid mistakes when packing, and can make drop-offs at the post office faster.

Practical checklist

  • Watch size and girth—most parcels must be under 108" length plus girth; First‑Class caps are smaller.
  • Create computer‑generated customs data and print labels online to enable free Package Pickup for eligible services.
  • Verify availability for the destination country in the USPS manual before you sell or tender a shipment.

Documentation done right: forms, invoices, and addressing

Clear paperwork prevents most border delays. Follow simple rules and your parcels move faster through customs and carrier scans.
Intricate customs forms laid out on a polished oak desk, illuminated by soft, directional lighting. The documents are meticulously arranged, with crisp edges and a sense of order. Textured paper, official stamps, and a vintage typewriter in the background evoke an air of professionalism and attention to detail. The scene conveys the importance of proper documentation in international transportation, emphasizing the precision required to navigate bureaucratic processes. The overall mood is one of

Commercial invoice, export packing list, and electronic data transmission

Make a commercial invoice with seller and buyer info (names, addresses), item details (descriptions, quantities, values, currency), and payment terms.
Create an export packing list. Include transport type, carrier,package weight, size, and package marks. This ensures the declared info matches what's sent.
Use computer-generated customs forms and send the data to customs electronically. Handwritten forms slow things down.

Address formats and language rules

When printing addresses, use English and ALL CAPS. If you use another language, put the English translation right below it. Skip the commas and periods. Put the sender and receiver on the same side as the postage, lined up with the longest part of the package.
  • Keep an SOP with an example address for each top destination country to prevent scan failures.
  • Include phone and tax/VAT numbers when required so customs can reach the recipient.
  • Store digital templates for invoices and packing lists to cut errors and speed training.

Packaging, size, and weight: small mistakes that cause big delays

A single mismeasured box can turn a same-week delivery into a weeklong delay. Measure and weigh every package at pack time. Record the size and weight to catch oversize or overweight pieces before tendering.
First-Class Packages have rules: they can't weigh over 4 lbs or be longer than 24 inches. Also, the length, height, and thickness combined must be less than 36 inches. For most other packages, the length plus the distance around the thickest part must be under 108 inches.

Service-specific limits and why over‑limits get returned

If your box is too big for First-Class, go with Priority Mail or Priority Mail International. Flat rate boxes can prevent unexpected size issues, so use them if your items fit inside.
  • Reused boxes: Cover old labels and barcodes to avoid misroutes.
  • Seams: Tape with 2‑inch packing tape and reinforce edges.
  • Fragile items: Add cushioning so contents don’t shift during sortation.
  • Labeling: Keep address and barcode flat on the largest surface for machine reads
Common error
Quick fix
Service impact
When to check
Overweight/oversize
Re-measure and upgrade service
Return or repricing delays
At pack station
Old labels/barcodes
Remove or fully cover previous marks
Avoid misroute to wrong location
Before sealing
Weak carton for long routes
Use stronger board grade
Reduced damage and rework
During SKU packaging choice
Bulging/overpacked box
Right-size or double-box
Manual handling and scan exceptions
At quality check

Cost, duties, and taxes: avoiding “payment due” clearance delays

When costs are clear during checkout, deliveries are faster and customers aren't confused.
Who pays matters: under DAP (default), the buyer pays duties on delivery. Unexpected import fees can delay shipments until someone pays up. DDP lets you, the seller, handle these costs upfront, which speeds up customs and means fewer calls from the delivery company. Here’s how to make it work:
1. Offer buyers DAP and DDP options when they check out.
2. Use a good duty calculator and HS codes to get cost estimates for each country.
3. Double-check your paperwork (invoices, packing lists) to prevent errors.
For example, if you use DDP, buyers see the full price right away, they don't get surprise bills at delivery, and customs goes smoother.
Pro tip: Automate duty estimates in cart, publish clear policy language, and train support teams. For detailed tariff rules consult CBSA guidance.

Tracking, visibility, and carrier communications

Clear, timely tracking helps you turn carrier scans into reliable customer updates.
When shipping internationally, scans may vary between US exports and foreign imports. To keep customers happy, send them updates when the label is made, when the export leaves, when the import clears, and when the package is on its way.
Keep all tracking numbers and carrier info together so your team can find packages fast. For important shipments, choose services with more frequent scans, such as Priority Mail Express.
"Proactive tracking and quick carrier contact cut dwell time when paperwork or addresses need correcting."
  • Make sure electronic customs data is transmitted before tender to improve scan continuity.
  • Offer Return Receipt or Registered Mail when proof of delivery matters; match the add‑on to parcel value and risk.
  • Create a self‑service portal that aggregates events from multiple partners for smoother customer experience.
Issue
Action
Best service
Benefit
Sparse scans
Notify customers at key milestones
Priority Mail
Lower support volume
Missing paperwork
Transmit electronic form before tender
Priority Mail Express
Fewer border holds
Proof required
Add Return Receipt/Registered
First‑Class or Priority
Legal delivery record
For deeper guidance on visibility tools and carrier integrations, see how to get visibility of shipments.

Proactive planning: routes, countries, and products to ship first

Begin expansion by testing one or two close destinations to limit variability and learn fast.
Start local, scale smart. Use site analytics to list top countries by traffic and conversions. Map proven products to each country so you ship where demand is real.
Before you start sending stuff, make sure you know the rules where it's going. Look up what's not allowed and what counts as dangerous so you don't get stopped later.
Also, try to send stuff that's strong but doesn't weigh much. It'll be cheaper to ship, easier to pack, and less likely to get broken.
  • Plan lanes by country and document the best service, flat rate options, and carrier per location.
  • Run single‑country pilots, measure defect rates, then iterate before adding more countries.
  • Set conservative delivery times early; tighten SLAs after data shows stable performance.
Make a living matrix that links each product to country approvals, packing specs, and the carrier step to use. Align operations, support, and marketing so promotions match real lead times and customer expectations.

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