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24×7 – 365 Days | [email protected] |
24×7 – 365 Days | [email protected] |
24×7 – 365 Days | [email protected] |
Sending a parcel, gift, documents, or commercial goods from the UK to India is really a challenge without a proper guide or courier company. Now, Couriers to india with a step-by-step guide from the UK to India makes your problem easy.
Whether you’re an NRI sending gifts to family, a student shipping goods to home, or a small business exporting products, this complete guide walks you through every step of the courier process—from choosing the right service and packing your items securely to navigating customs clearance and tracking your shipment until it reaches its destination in India.
This guide covers pricing structures, transit times, documentation requirements, customs regulations, prohibited items, insurance options, and practical tips to save money and avoid common pitfalls. By the end, you’ll know exactly how to send your parcel to India safely, legally, and cost-effectively.
Before booking your courier service from the UK to India, ensure you have everything to avoid delays, additional costs, or shipment rejections at customs.
Every international shipment requires proper documentation for customs clearance:
India’s customs authority strictly prohibits certain items and restricts others. Common prohibited items include:
Restricted items requiring special permits or licences include electronics above certain values, gold and jewellery, medicines and pharmaceuticals, and drones or radio equipment. Always check the current prohibited and restricted items list with your courier provider or India’s customs authority before shipping.
Courier charges depend on whichever is greater: actual weight or volumetric (dimensional) weight. Volumetric weight accounts for the space your parcel occupies in the aircraft.
Formula for volumetric weight (air freight):
(Length cm × Width cm × Height cm) ÷ 5000 = Volumetric weight in kg
(Note: the divisor varies by carrier—some use 5000, others 6000; always confirm with your courier)
Example: A box measuring 50cm × 40cm × 30cm has a volumetric weight of (50 × 40 × 30) ÷ 5000 = 12 kg. If the actual weight is only 8 kg, you’ll be charged for 12 kg.
Tip: Use compact, appropriately sized boxes and remove excess packaging to minimise volumetric weight and reduce costs.
Selecting the right courier service depends on your budget, urgency, parcel type, and size. Understanding the available options helps you balance speed, cost, and reliability.
Express Door-to-Door (Air Freight) — Fastest, Higher Cost
Express air courier is ideal when speed matters. Your parcel is transported via priority air freight with expedited customs clearance and delivered directly to the recipient’s doorstep in India.
Transit time: 3–5 business days.
Best for: Urgent documents, time-sensitive gifts, perishable goods (where permitted), emergency supplies.
Features: Real-time tracking, insurance options, customs clearance support, signature on delivery.
Cost: Premium pricing due to speed and priority handling.
Economy / Deferred Air — Balance Speed & Cost
Economy air service offers a middle ground—still using air freight but without the premium urgency, resulting in lower costs.
Transit time: 7–10 business days.
Best for: Personal parcels, non-urgent gifts, small business shipments, student belongings.
Features: Reliable tracking, standard customs processing, door delivery or collection point options.
Cost: 30–50% cheaper than express services.
Sea Freight/Courier for Large Bulky Shipments — Cheapest but Slow
For large, heavy, or bulky items where delivery timeframes are flexible, sea freight offers significant cost savings.
Transit time: 4–6 weeks (sometimes longer depending on port schedules).
Best for: Furniture, large household goods, bulk commercial shipments, excess baggage.
Features: Economical for high-weight or high-volume parcels, port-to-port or door-to-door options available.
Cost: Lowest per-kilogram rate; best value for shipments over 50 kg.
Document Courier vs. Parcel Courier vs. Commercial Freight
Document courier: Specialised service for papers, contracts, certificates—usually lighter weight limits (up to 2 kg), faster customs clearance, competitive rates.
Parcel courier: Standard service for boxed goods, gifts, personal items—suitable for most individual shipments up to 30 kg.
Commercial freight: For businesses shipping regular or bulk goods—requires additional export documentation, may include consolidation services, custom brokerage support.
When evaluating courier options, consider:
Compare prices now and view detailed transit times for your specific origin and destination cities across India.
Understanding how courier charges are calculated helps you estimate costs accurately and find ways to reduce your shipping bill.
Actual Weight vs. Volumetric (Dimensional) Weight
Courier companies charge based on the greater of actual weight or volumetric weight. This prevents shipping lightweight but bulky items at low rates when they occupy valuable cargo space.
Volumetric weight formula (air freight):
(Length cm × Width cm × Height cm) ÷ Divisor = Volumetric weight in kg
The divisor is typically 5000 for international air shipments, but verify with your specific courier as some use 6000. Always measure the longest, widest, and highest points of your packed parcel, including any protruding elements.
Worked Examples
Example 1: Small parcel
Dimensions: 30cm × 25cm × 20cm, Actual weight: 3 kg
Volumetric weight = (30 × 25 × 20) ÷ 5000 = 3 kg
Chargeable weight: 3 kg (both are equal; charged on actual)
Example 2: Bulky lightweight parcel
Dimensions: 60cm × 50cm × 40cm, Actual weight: 5 kg
Volumetric weight = (60 × 50 × 40) ÷ 5000 = 24 kg
Chargeable weight: 24 kg (volumetric is higher)
This is why proper packaging matters—unnecessarily large boxes dramatically increase your shipping cost, even if the contents are light.
Proper packing protects your items during international moving and ensures smooth customs clearance. Poor packaging is one of the leading causes of damaged shipments and insurance claim rejections.
Materials Required
Invest in quality packing materials for peace of mind:
Sturdy double-walled cardboard boxes (new or excellent condition).
Bubble wrap (large bubbles for fragile items, small bubbles for general protection).
Packing paper or foam sheets to fill voids and prevent movement.
Heavy-duty packing tape (at least 5cm wide, apply to all seams.
Corner protectors for fragile items with vulnerable edges.
Plastic bags for moisture protection (especially important for India’s humid climate).
Fragile and ‘This Way Up’ labels, if applicable.
Packing Fragile Items — Step-by-Step
Wrap each item individually: Use several layers of bubble wrap, securing with tape.
Double-box for extra protection: Place wrapped items in a smaller box, then place that inside a larger box with cushioning between.
Fill all empty spaces: Use packing paper, foam peanuts, or air pillows so nothing shifts during moving.
Heavy items at the bottom: Distribute weight evenly; never place heavy items on top of fragile ones.
Seal thoroughly: Tape all seams and edges; reinforce corners and stress points.
Label clearly: Affix ‘Fragile’ and ‘This Way Up’ labels on multiple sides in English and, if possible, Hindi.
Packing Liquids, Powders, Batteries — Safety Rules
Liquids: Many couriers restrict or prohibit liquids. If permitted:
Ensure containers are sealed and leak-proof.
Wrap in plastic bags and absorbent material.
Pack upright with cushioning to prevent breakage.
Clearly label contents on customs forms.
Powders: Subject to strict security screening. Food items like spices may require certificates of origin. Always declare accurately.
Batteries: Lithium batteries are heavily regulated. Devices with installed batteries are usually acceptable, but spare batteries may be restricted or require special dangerous goods declarations. Check with your courier before packing.
Labelling Best Practices
Clear, accurate addressing prevents delays and ensures successful delivery:
Address format for India:
Recipient Name
House/Flat Number, Building Name
Street Name, Locality/Area
City Name, State – PIN Code
Contact Number (with country code +91)
Example:
Mr. Rajesh Kumar
Flat 301, Surya Apartments
MG Road, Koramangala
Bangalore, Karnataka – 560034
+91 0000000000
Write legibly or print labels in clear, dark text.
Include both sender and recipient phone numbers.
Attach the airway bill label securely to the largest face of the parcel.
Keep a copy of all addresses and tracking numbers for your records.
Download our comprehensive “Packing for India” checklist to ensure you haven’t missed any crucial steps.
Accurate, complete documentation is essential for smooth customs clearance. Missing or incorrect paperwork causes the majority of shipping delays.
Commercial Invoice — What to Include
A commercial invoice is mandatory for any shipment with commercial value (goods being sold, samples, or items over gift value thresholds).
Essential elements:
Seller details: Your complete UK business name, address, contact, and VAT number if applicable.
Buyer/recipient details: Complete name, address, contact number, tax ID if applicable (IEC code for businesses).
Invoice number and date: Unique reference for your records.
Detailed item descriptions: Avoid vague terms like “electronics” or “clothing”—specify “Samsung Galaxy S23 smartphone” or “women’s cotton t-shirt, size M”.
HS codes: 6-digit harmonised system codes that classify your products internationally (critical for duty calculation).
Quantity: Number of units for each item.
Unit price and total value: In GBP; show calculation clearly.
Country of origin: Where each item was manufactured.
Terms of sale: Incoterms like FOB, CIF, DDP, or DDU clarify who pays freight and duties.
Reason for export: Sale, gift, sample, return, repair.
Proforma Invoice (for Gifts or Samples)
When shipping gifts, personal items, or free samples with no commercial transaction, use a proforma invoice instead of a commercial invoice.
Key differences:
Clearly marked “Proforma Invoice” and “Gift – No Commercial Value” or “Sample – Not for Resale”.
Include item descriptions and declared values (fair market value in GBP).
Specify relationship to recipient if relevant (“family gift”).
Still include HS codes for customs classification.
No payment terms or commercial language.
Customs Declaration Forms
For postal services or some courier options, you’ll complete standardised customs declaration forms:
CN22: Green sticker form for items under £270 value; simple declaration attached to outside of parcel.
CN23: Full customs declaration for higher-value items; requires detailed item descriptions, values, and signatures; accompanies airway bill.
For major courier companies, customs information is integrated into their airway bill systems—you provide the data during booking, and they generate the required declarations.
HS Codes & Product Classification — Why It Matters
Harmonised System (HS) codes are an international standardised system of names and numbers to classify traded products. India uses an 8-digit version called ITC HS codes.
Why accurate HS codes matter:
They determine the import duty rate applied to your shipment.
Incorrect codes can result in higher duties or customs holds.
Specific products have restrictions tied to HS codes.
Customs officers use HS codes to verify shipment contents.
You can find HS codes through online databases, your courier’s resources, or India’s customs tariff schedules. When in doubt, consult with your freight forwarder—incorrect classification can result in penalties.
Declaring Value vs. Under-Declaring Risks
Always declare the true, accurate value of your shipment. Under-declaring to reduce duties is:
Illegal: Customs fraud with serious penalties including fines, confiscation, and criminal charges.
Risky: Insurance claims are limited to the declared value—if you declared £50 but the contents were worth £500, you’ll only receive £50 compensation for loss or damage.
Detectable: Customs officers are experienced and can easily spot undervalued declarations; they have databases of typical product prices.
Honest, accurate declarations prevent problems and protect your interests.
Import Duties and Taxes — Who Pays (DDP vs DDU)
Understanding who pays customs duties and taxes in India is crucial to avoid surprises:
DDU (Delivered Duty Unpaid) / DAP (Delivered at Place):
Most common for personal shipments and e-commerce.
Recipient pays all import duties, GST, and customs processing fees in India.
The courier collects payment before final delivery.
Sender pays only for shipping.
DDP (Delivered Duty Paid):
Sender pays all duties and taxes upfront.
Recipient receives parcel with no additional charges.
More expensive for sender but provides better customer experience.
Common for businesses wanting to offer “all-inclusive” pricing.
Typical duty rates: India’s import duties vary widely—electronics 10–20%, textiles 10–30%, cosmetics 20–30%, plus 18% GST on most goods. Actual duty depends on HS code classification and value.
Need help with customs paperwork? Talk to our experienced customs team who can review your documentation, advise on HS codes, and ensure smooth clearance.
Once your parcel is packed and documented, you’re ready to hand it over to your courier service.
Scheduling a Pickup vs. Drop-Off at a Partner Location
Home or office pickup (recommended):
Most convenient—courier collects from your UK address.
Usually free for most service levels.
Schedule via website, app, or phone.
Select your preferred date and time window.
You’ll receive confirmation with driver details.
Drop-off at partner location:
Retail partner locations (varies by courier—check your provider’s network).
Saves collection fees if applicable.
Immediate acceptance and receipt.
Extended hours at some locations.
Useful if you’re already traveling or need immediate acceptance.
Cut-Off Times & Weekend Pickups
Be aware of timing to ensure your parcel catches the next service:
Weekday pickups: Usually available with same-day booking if requested before midday; afternoon cut-offs vary by area.
Weekend pickups: Some couriers offer Saturday collection (often with surcharge); Sunday and bank holiday collections are rare.
Cut-off for next-day processing: Evening collections may not be processed until the following business day.
Tip: Book your pickup at least one business day in advance for guaranteed collection time, especially during busy seasons like Diwali, Christmas, or back-to-school periods.
What to Expect on Pickup Day
When the courier driver arrives:
Check driver identification: Drivers carry company ID and should confirm your booking reference.
Hand over parcel: Ensure it’s sealed, labeled, and ready.
Receive receipt: Driver scans the parcel and provides a receipt or airway bill number.
Keep documentation: Store your AWB number, receipt, and copies of all invoices safely.
Tracking activation: Your tracking number becomes active within a few hours.
If you’re unavailable during the collection window, some couriers allow safe places for parcel collection (with prior arrangement) or will reschedule for the next available time.
Schedule your pickup now or reach out via WhatsApp for quick assistance with booking your collection.
Once your parcel is collected, you can monitor its journey from the UK to India in real-time.
How Tracking Works (AWB Number Format)
Your Airway Bill (AWB) number is a unique identifier assigned to your shipment. It typically contains 10–12 digits and can be entered on your courier’s tracking portal or app.
Tracking milestones you’ll see:
Collected / Pickup complete: Parcel collected from your UK address.
At the origin facility: Arrived at the UK sorting hub.
In transit / Departed facility: Left the UK and en route to India.
Arrived at destination country: Landed in India.
Customs clearance in progress: Being processed by Indian customs.
Cleared customs / Released: Duties paid (if applicable), cleared for delivery.
Out for delivery: With local courier for final delivery.
Delivered: Signed for by the recipient.
You’ll receive email or SMS updates at key milestones, and some couriers offer push notifications via mobile apps.
Typical Transit Times by Service
Express air courier:
UK to major metros (Delhi, Mumbai, Bangalore, Chennai, Hyderabad): 3–5 business days.
UK to Tier 2 cities: 4–6 business days.
UK to remote or rural areas: 5–7 business days.
Economy air service:
UK to major metros: 7–10 business days.
UK to Tier 2 cities: 10–14 business days.
UK to remote areas: 12–16 business days.
Sea freight:
Port-to-port: 4–5 weeks.
Door-to-door (including inland delivery): 5–7 weeks.
Important: These are indicative times assuming no customs delays. Peak seasons (Diwali, Christmas, monsoon months) may add 1–3 days.
Customs Hold: Typical Reasons and How to Resolve
If your shipment shows “Held at customs” for more than 48 hours, common reasons include:
Missing or incomplete documentation: Ensure all invoices and customs forms were included; the courier may request additional documents via email.
Valuation query: Customs may question declared values; provide proof of purchase or market value evidence.
Restricted item detected: If your parcel contains items needing permits, you’ll need to provide authorisation or abandon the item.
Duty payment required: The Recipient needs to pay import duties; courier will contact them with payment instructions.
Random inspection: Routine check; usually resolves within 1–2 business days.
How to resolve: Contact your courier’s customer service with your AWB number; they liaise with customs on your behalf. Ensure the recipient in India is reachable and ready to provide ID or payment if requested.
Delivery Attempts, Address Corrections & Re-Delivery Fees
Most couriers make 2–3 delivery attempts before returning the parcel or holding for collection.
First attempt failed: Courier leaves a note with instructions and reschedules automatically.
Address correction needed: If the address is incomplete or incorrect, contact customer service immediately; some couriers allow online address updates, but fees may apply.
Re-delivery charges: Failed deliveries due to recipient unavailability may incur re-delivery fees (typically ₹100–300).
Hold for collection: After final attempt, parcel held at local depot for 7–14 days; recipient can collect with ID proof.
Tip: Ensure the recipient’s phone number is accurate and they’re expecting the delivery; courier drivers call before arriving.
Protecting your shipment against loss, damage, or theft provides peace of mind, especially for valuable or fragile items.
When to Buy Shipping Insurance
Consider insurance if your parcel contains:
High-value items: Electronics, jewellery, designer goods, or anything worth over £100.
Fragile items: Glassware, ceramics, artwork, musical instruments.
Irreplaceable items: Sentimental gifts, important documents (originals).
Business inventory: Where loss would impact your operations or customer relationships.
Basic liability coverage is typically included (often £50–100 per kg), but this may not cover your item’s full value.
Declared Value vs. Actual Insured Value — Limits and Deductible
Declared value: The value you state on customs forms; used for duty calculation and baseline liability.
Insured value: The amount you’ve paid to insure; it sets your maximum claim payout.
Key points:
Insurance premiums are usually 1–3% of the declared value.
Maximum insured values vary by carrier and item type (some restrict coverage for jewellery, cash equivalents, or certain electronics).
Deductibles may apply (e.g., first £25 of any claim).
Under-declaring the value on customs forms will limit your insurance claim to that declared value.
Always declare accurate values and insure to full replacement cost for complete protection.
How to File a Claim — Documentation Needed
If your parcel is lost, damaged, or delayed beyond the guaranteed timeframe, follow these steps:
Report immediately: Notify the courier within 24 hours of delivery for damage, or within 7 days for loss.
Gather evidence:
Photos of the damaged item and packaging (take these before discarding materials).
Original invoice or proof of purchase showing value.
Airway bill and tracking history.
An insurance certificate is purchased separately.
Complete claim form: Available from the courier’s website; provide a detailed description of the issue.
Submit promptly: Claims must usually be filed within 14–30 days of shipment date.
Await assessment: Courier investigates; may arrange inspection or request additional documentation.
Resolution: Approved claims result in repair cost reimbursement, replacement value, or refund.
Processing time: Typically 2–6 weeks for straightforward claims; complex cases may take longer.
Add insurance at checkout to protect your valuable shipments from unexpected events during international transit.
Shipping internationally can be expensive, but smart strategies help you minimize costs without compromising service quality.
If you’re sending several items to the same recipient, combine them into one shipment rather than multiple packages. Couriers charge per-shipment handling fees, so consolidation saves on these base charges and often results in better per-kilogram rates.
Courier companies apply surcharges during high-demand periods (typically late November to January for Christmas/New Year, and October for Diwali). Shipping outside these windows can save 10–15% on costs. If you must ship during peak season, book early and choose economy services to minimize surcharges.
Irregular or oversized packaging increases volumetric weight dramatically. Invest in a range of standard-sized boxes and choose the smallest appropriate size for each shipment. Flat-rate services (where available) can also provide cost certainty for small, dense items.
Vague or incorrect descriptions trigger customs inspections, causing delays and potential penalties. Clear, accurate descriptions (e.g., “Men’s cotton shirt, blue, size L” instead of “clothing”) speed up clearance and ensure correct duty assessment, preventing unexpected charges.
Express services command premium prices. If you’re shipping gifts or non-urgent items and can plan 2–3 weeks, economy air services offer 30–50% savings with reliable delivery timeframes. Sea freight provides even greater savings for large, non-time-sensitive shipments.
Additional tips:
Understanding what you can ship helps you avoid customs issues and choose the appropriate service type for your needs.
Sending documents to India is straightforward and usually benefits from expedited customs clearance:
Tip: Ensure documents are in sealed envelopes; sensitive documents should be sent via tracked, insured services with signature confirmation.
Perfect for students, NRIs relocating, or travellers who’ve accumulated more than airline allowances:
Tip: Declare items honestly as “used personal effects” rather than new goods; include a detailed packing list.
Sending gifts to loved ones in India is one of the most common uses of UK to India courier services:
Tip: Include a personal message inside; avoid sending multiple identical items as customs may question whether they’re truly gifts vs. commercial goods.
For businesses exporting products, samples, or business inventory to India:
Tip: Establish a relationship with a freight forwarder experienced in UK-India trade; accurate HS code classification prevents delays; consider consolidation to reduce per-unit shipping costs.
Even with careful planning, shipping issues can occur. Here’s how to resolve the most common problems quickly.
Why it happens: Missing documentation, valuation queries, restricted items detected, random inspection, or unpaid duties.
What to do:
Most customs holds resolve within 3–5 business days once required information or payments are provided.
If your parcel hasn’t updated in 48+ hours or missed the guaranteed delivery date:
Your rights: If a guaranteed delivery date was missed, you may be entitled to a partial or full refund of shipping charges (varies by courier and service level).
If the recipient receives a damaged parcel:
Prevention: Use robust packaging, clearly mark fragile items, and ensure valuable parcels—most damage occurs due to insufficient protection rather than courier mishandling.
If you provided an incorrect address or the recipient has moved:
If the recipient is unavailable, Courier will leave a collection notice. The recipient should contact the local delivery office within 7–14 days to arrange re-delivery or pickup before the parcel is returned to the sender.
Understanding real-world costs helps you budget accurately for your UK to India shipments. Prices vary based on weight, dimensions, service speed, and destination.
Scenario: Sending a gift parcel containing clothing and a small electronic gadget, packed dimensions 30cm × 25cm × 20cm, actual weight 2 kg.
Economy air service: £18–28 | Transit time: 7–10 business days.
Express air service: £35–50 | Transit time: 3–5 business days.
Cost factors: Small, light parcel with no volumetric weight penalty; destination is a major metro with excellent infrastructure; the economy offers great value for non-urgent gifts.
Ready to ship? Get an instant quote now and compare prices across express and economy services tailored to your parcel size and destination in India.
