Helping you make sense of the consignment documentation requirements when sending items overseas
Whether you're sending a small gift to a family member or a large commercial order – if you're sending overseas, you must comply with the relevant documentation requirements.
Items travelling across international borders are subject to international standards of Customs clearance. In each country, the Customs Department, often jointly with the appropriate agricultural/ quarantine authority, is responsible for monitoring international borders and implementing its country's regulations.
The purpose of these regulations is to stop prohibited items from entering the country and to collect taxes on others. While present in all nations, Customs regulations and requirements vary from country to country.
New Zealand Post has compiled this guide to help you establish what documentation your items will require; and to provide related links to other sources of information:
The only items that are exempt from Customs documentation are letters (see criteria below) sent via one of our international postal services.
Without exception, ALL other items sent overseas require some form of Customs documentation. This means that:
- All items, regardless of type, that are sent via either International Express Courier or International Economy Courier require Customs documentation.
- All items (excluding aerogrammes, postcards, and letters as defined by New Zealand Post) sent via either International Air or International Economy require Customs documentation.
To qualify as a letter, your item must meet ALL of the following criteria;
- Maximum weight of 200g;
- Maximum thickness of 10mm; and
- Maximum height x length of 120mm x 235mm (medium letters), 230mm x 325mm (large letters) or 260mm x 385mm (extra-large letters).
Back to Top
The type of Customs documentation and the detail required depends on a combination of factors including which international service you choose plus the weight, value and nature of the item concerned.
Our Customs and consignment flowchart (.pdf - 672kb) should help you establish which Customs documentation your item will require.
A green Customs Declaration (OS008a) must be completed and attached to each parcel sent by this service. To complete this declaration, list each item, including its commercial value, and then sign the form. If your parcel is valued at more than NZ$250, your parcel must be sent as if it is a parcel over 2kg - please refer to the instructions for parcels over 2kg (see next section).
A red Consignment Note (OS007) must be completed and attached to each parcel. Parcels that have a value greater than NZ$250, even if they are less than 2kg in weight, also require a red consignment note.
An Export Invoice (NCPI025) or a copy of the commercial invoice is required for all items that are part of a commercial transaction.
If your parcel is valued over NZ$1,000 you will be required to complete an Export Entry for New Zealand Customs purposes.
An orange Consignment Note (IEC001), must be completed for all documents and parcels sent by the International Economy Courier Service.
An Export Invoice (NCPI025) or a copy of the commercial invoice is required for all items that are part of a commercial transaction.
If your item is valued over NZ$1,000, you will also be required to complete an Export Entry for New Zealand Customs purposes.
Back to Top
A black Consignment Note (CN001), must be completed for all documents and parcels sent by the International Express service.
An Export Invoice (NCPI025) or a copy of the commercial invoice is required for documents over 1kg and all parcels.
If your item is valued over NZ$1,000, you may also be required to complete an Export Entry for New Zealand Customs purposes.
On the Export Invoice list the following information:
- A full description of the contents of your package.
- The quantity of items in your package.
- The total value of your package.
- The country of origin of all items in your package.
- The reason for export of your item.
- If known, state the harmonised tariff code(s) of the contents.
- Sign and date this declaration.
- If the item is being sent for commercial purposes, the Export Invoice should be printed on company letterhead.
You can download an electronic template of the Export Invoice (NCPI025) as either a pdf file (.pdf - 40kb), or Word template.
To ensure your item is cleared efficiently, it is important to include as much detail as possible on the Export Invoice. Overseas Customs officials will utilise this information to determine:
- If an item can enter the destination country.
- If the parcel is subject to regulatory fees or duties.
- If applicable, the value of those fees.
All Customs duties, sales taxes and other regulatory charges are payable by the receiver on delivery.
Assistance with a particular harmonised tariff code may be sought from the National Tariff Advisory Unit, New Zealand Customs, on 04 473 6099.
Back to Top
An export entry is a formal declaration made to New Zealand Customs about what goods are being exported. (In this context, the term “entry” means making an entry into the New Zealand Customs database, not entry of goods into a country.)
Except in a few specific cases, all items sent from New Zealand to an overseas address that are valued at NZ$1,000 or more must have an export entry. The New Zealand Customs definition of the value of goods is the amount that the goods are being sold for, excluding international postage.
Please download our Export Entry FAQs (.pdf – 42kb) for a more comprehensive guide to Export Entry requirements.
New Zealand Post can complete an Export Entry on your behalf for an additional fee. Please contact our Customs Clearance Brokers on 0800 SEND IT (0800 736 348) for more information.
Most overseas countries have restrictions and prohibitions on the contents of mail. It is your responsibility to ensure that your item is not prohibited or restricted and you should check with the Customs and/or quarantine authority of the country concerned. Many of these organisations have informative websites,
Information about the Customs requirements for specific countries can be obtained by:
- contacting the local Consulate or Embassy representatives.
- checking appropriate websites for the destination country. These can be accessed through country specific links on the New Zealand Customs website.
For information on country specific requirements, you can download country specific restrictions (.pdf - 275kb) from this website or visit a PostShop or contact our Customer Service Centre on 0800 501 501. However, if in any doubt about an item you wish to send overseas, the most authoritative source of information on country specific requirements will always be the destination country itself or its representatives.
Back to Top
For any further advice or assistance in completing your Customs documentation, please contact the New Zealand Post Customer Service Centre on 0800 501 501.
If you haven't done so recently, please ensure that you read our:
- Prohibited items guide which covers the categories of prohibited and restricted items.
- Compensation guide which includes our Conditions of Carriage and information on which items are not covered by our standard compensation.
Back to Top