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Cross-border shipping: packing and declaration rules for SMEs
Clear and practical: What Swiss SMEs must declare and pack when exporting — plus the documents and checklist for a safe courier pick-up.
Quick answer
Swiss SMEs must fill out the correct customs documents, declare accurate goods values and pack shipments so they arrive intact and pass border checks. Typical direct deliveries with an approved courier need a commercial or proforma invoice, proper export declaration where required, clear product descriptions or HS-codes, and sturdy packaging with visible labels.
Start with these checks
Verify recipient address, import rules in the destination country and ask the buyer for HS-codes or detailed product info. Check whether the product is restricted or needs special permits. For many shipments a commercial or proforma invoice and declared value are sufficient.
Customs forms and paperwork
Exports from Switzerland must be declared. Small parcels to private customers may need only an invoice. Commercial exports normally require an electronic export declaration (e-dec) when value thresholds or controls apply. Keep the commercial invoice, packing list, certificate of origin and conformity documents ready if requested.
Declaring the goods value
Declare the correct goods value. This determines customs duties, VAT treatment and insurance cover. Use the invoice total, state the currency code (CHF or EUR), and provide quantity, unit price, total price, weight and HS-code when possible.
Packing for protection and customs
Choose packaging based on product and transport conditions. Use sturdy boxes, cushioning and internal fastening so items remain secure in a passenger-car-sized courier load. Mark fragile items and place clear address labels. Add extra padding for products at risk of damage.
Labeling for customs and courier
Attach invoices and export documents visibly or include them inside the parcel. Many couriers accept digital documents at pick-up but confirm requirements in advance. Write HS-codes or a short product description clearly on customs paperwork to avoid delays.
Practical tips for Swiss SMEs
1) Create a template for commercial and proforma invoices with all mandatory fields. 2) Photograph packaging before handover. 3) Record pick-up times and tracking numbers. 4) Contact Swiss Customs (EZV) or your customs broker when unsure. 5) For time-sensitive direct deliveries, schedule courier pick-up from Zurich, Basel, Geneva or Lugano to ensure personal handling.
Frequently asked questions
Do I always need an export declaration?
Not always. Small shipments to private customers may be covered by simplified rules. For commercial exports or above certain value limits an electronic export declaration is required. Check thresholds with Swiss Customs or your broker.
How should I state the goods value?
State the actual selling price. For non-commercial samples use a proforma invoice with an estimated market value. Include currency, quantity, unit price and total.
What packaging is enough for courier pick-up?
A sturdy, transport-ready package that fits securely in a courier vehicle is usually sufficient. Use cushioning, moisture and corner protection and clear address labels.
What if customs documents are missing?
Missing or incomplete documents cause delays, retention at the border or returns. Incomplete declarations can lead to fines. Always include full documentation.