HubBuyCN: How to Record Weight Changes and Parcel Photos for Customs Transparency
Keeping Proof of Packaging and Declared Value Prevents Customs Misunderstandings or Delays
International shipping requires careful attention to customs documentation. At HubBuyCN, we prioritize transparency in customs declarations to ensure your parcels clear customs smoothly. This guide outlines best practices for documenting package weight, contents, and packaging to prevent delays or misunderstandings.
1. Recording Package Weight Accurately
Use Calibrated Scales
Weigh parcels using digital scales calibrated to metric units (kilograms/grams). Ensure the scale is on a flat surface and zeroed before weighing.
Document Weight Changes
Record the weight at multiple stages:
- Initial item weight (before packaging)
- Packaged weight (with all materials)
- Final shipment weight (with labeling)
Note Weight Discrepancies
If repackaging reduces weight, document both "before" and "after" weights with timestamps.
2. Photographic Documentation Procedure
Package Contents
Photograph all items laid out clearly before packaging. Include a visible ruler or reference object for scale.
Packaging Process
Capture images showing:
- Items being placed in packaging materials
- All protective layers (bubble wrap, padding)
- Empty box/container before sealing
Final Shipment State
Take clear photos of:
- Sealed package showing all sides
- Address label and customs forms
- Weight display on scale with parcel
3. Customs Declaration Best Practices
Value Declaration
Declare actual purchase prices with supporting documentation (invoice copies, payment confirmations). Never undervalue items.
Item Description Accuracy
Use precise product descriptions (e.g., "Men's Cotton T-shirt - Size L" rather than "Clothing"). Include material composition where applicable.
HS Code Research
Include correct Harmonized System codes for your items. HubBuyCN provides HS code assistance for common product categories.
4. Storing Your Documentation
Maintain organized records for at least 90 days after delivery:
- Cloud storage for photos and scanned documents
- Spreadsheet tracking weight measurements and timestamps
- Digital copies of customs forms and declarations
Benefits of Proper Documentation
Reduced Customs Delays
Clear evidence supports accurate declarations and speeds up clearance.
Dispute Resolution
Photographic proof helps resolve customs valuation disputes quickly.
Insurance Claims
Detailed records support claims for lost or damaged shipments.