Express delivery of documents abroad: how not to lose originals at customs

Why original documents get held at customs

Most delays are caused not by the documents themselves but by how the shipment is prepared. Typical reasons:

• The envelope contains more than documents. A USB stick, a souvenir or a product sample turns a document shipment into cargo, which may require different processing.
• Incomplete or inaccurate recipient details. A mistake in the name, address or phone number complicates delivery and contact with the recipient.
• The document is subject to shipping restrictions. For example, passports cannot be sent through every channel, and not those of every country.
• Shipping without a consultation. Sending a shipment of any weight, even from 0.1 kg, without consulting a broker significantly increases the risk of delays and additional costs.

International document delivery with DHL and FedEx: how it works

SEMERO's main carriers are DHL and FedEx. The process looks like this:

1. 1Consultation. You tell us what you are sending, where and why, and we advise how to arrange the shipment correctly.
2. 2Handing over the documents. You can bring the envelope to a SEMERO office in Kyiv, Mukachevo or Uzhhorod. In other cities, collection and delivery are handled by the carrier's representative offices.
3. 3Issuing the waybill. The shipment receives an AWB number that can be used to track it.
4. 4Delivery to the recipient abroad under the carrier service you choose.

You can order the services exactly as you need them: DHL or FedEx delivery booking only, customs clearance only (for example, if you are receiving cargo together with documents), or a package — delivery together with customs clearance. More about the terms is on the document delivery page.

Preparing the originals: sending documents abroad without surprises

A few simple steps significantly reduce the risk of problems:

• Make copies or scans of every document before sending. If something goes wrong, you will still have proof of the content.
• Check with the receiving institution whether it needs the original or whether a copy is enough. Sometimes the original should not be sent at all.
• Put only documents in the envelope. Any other items are better sent separately and agreed with the broker in advance.
• Check the recipient's details: full name, address, contact phone number.
• Save the AWB number right after the shipment is booked.

We described the general step-by-step procedure in the article how to send documents abroad from Ukraine.

Passports and powers of attorney: what can be sent via DHL

Since 2022, under martial law, DHL has allowed passports to be shipped — Ukrainian and foreign, except Russian and Belarusian ones. Powers of attorney and other documents needed abroad for legal or personal matters can also be sent.

Since a passport is a document that is hard to replace quickly, it is worth getting a consultation on the specific route before sending. Details are in the article how to send a passport abroad.

How to track a shipment and what to do if it is delayed

Check the shipment status by the AWB number on the official DHL or FedEx website — it is better to type the website address manually. We explain what this number means and where to find it in the article what is an AWB.

If the status has not changed for a long time or the carrier asks for additional information, do not send duplicate documents at random. Contact SEMERO: we will find out the reason and tell you exactly what needs to be done.

Documents for business: agreements, contracts and accompanying papers

For companies and sole proprietors (FOPs), sending documents abroad usually means signed agreements, contracts, original invoices or corporate documents. The same rules apply: a separate envelope with documents only, accurate recipient details and a saved AWB.

If product samples need to be sent together with the documents, that is a different type of shipment. There is a separate service for such cases — product sample delivery, and it should be agreed before shipping.

If your company receives from abroad not only documents but also commercial cargo, samples or repair shipments weighing from 0.1 to 70 kg, SEMERO handles them as a customs broker with its own licence UACBR125000640. Customs clearance of DHL and FedEx cargo goes through the Kyiv hub, and free storage at the SEMERO customs warehouse is 3 days. For repair shipments there is a special customs procedure that may help avoid paying duty twice, but it only works with the correct documents and contract — so it is worth consulting a broker before shipping.

Frequently asked questions