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How to Ship a Package Outside the United States (non-hazardous)

Find out how to ship a package outside the United States (non-hazardous materials).

Note: Before you ship a package, find out about shipping services and options.

The University of California has contracts with Customs Brokerage & International Freight Forwarding Services, who have our Power of Attorney, to clear export shipments through U.S. Customs.

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1. Before Shipping Internationally

Contact Export Control for assistance in determining whether an export license is required, securing a license when needed, and for record keeping advice for shipments that do not require a license.

2. Fill out a Shipping Memo form.

  1. If you need a form, order it from Imprints, (858) 534-8470.
  2. To complete the form, follow the step-by-step instructions on How to Complete a Shipping Memo.
  3. Include the following information on the Shipping Memo under Description of Contents:
    • Description of goods shipped
    • Make, model, serial number, and UCID number
    • Value of item(s)
    • Location of manufacturer (United States, Japan, etc.)
    • Purpose of shipment
    • Country/ countries it is being shipped to
    • If shipment will be returned to the United States, list the approximate date
    • Departure date and needed destination date
    • Type of service requested (e.g., air, ocean)
    • Note: If your shipment consists of multiple packages:
  4. Include the anti-diversion statement on the Shipping Memo: "These items are controlled by the U.S. Government and authorized for export only to the country of ultimate destination for use by the ultimate consignee or end-user(s) herein identified. They may not be resold, transferred, or otherwise disposed of, to any other country or to any person other than the authorized ultimate consignee or end-user(s), either in their original form or after being incorporated into other items, without first obtaining approval from the U.S. government or as otherwise authorized by U.S. law and regulations."
  5. Keep the pink copy of the Shipping Memo for your records. Use the remaining copies in step 4.

3. Obtain insurance.

  1. It is important to insure your shipment. To determine your insurance needs, see Transit Insurance.
  2. Receive required approval before going to the next step.

If you have insurance questions, contact ehsrisk@ucsd.edu or 858-534-2454.

4. Request pickup of your package.

Note: All requests for pickup require 24-hour notice.

  1. Contact Shipping through ASK (login required), and tell the Shipping Coordinator you have an international shipment.
  2. If you need additional documentation, the Shipping Coordinator will assist you.

5. Prepare your package.

  1. If your shipment consists of multiple packages, be sure to follow the instructions in 1c.
  2. Securely package each item you want to ship.
  3. Put the Shipping Memo (except for the pink copy, which you retain for your records) in an envelope marked "Shipping" and tape it to the package.

6. Give the package to the driver.

  • The driver will pick up your package and deliver it to the Shipping Coordinator.
  • After the Shipping Coordinator processes your package, the yellow copy of the Shipping Memo will be mailed to you. This copy will contain carrier information and tracking numbers for future reference.

7. Check your shipping charges.

Once your package is shipped, use the yellow copy of the Shipping Memo and see How to Check Your Shipping Charges.

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