10 Shipping Mistakes to Avoid: A Practical Guide for Individuals and Businesses

Did you send a parcel and it never arrived? Or did it arrive damaged, late, stuck in customs? In most cases the cause is not the courier: it is one of the ten shipping mistakes we repeat every time, convinced that “it will be enough”.

One of the main reasons why parcels do not arrive is related to shipping errors. When you do not pay attention to details, you increase the chances of shipping errors.

It is essential to know the most common shipping errors to avoid problems. These shipping errors can cost time and money.

In this guide you will find the most frequent mistakes - whether you are a private individual sending a few packages a year or a small company with recurring shipments - with practical solutions to avoid them. Without unnecessary technical terms.

Error #1 - Inadequate packaging

It is the most common shipping error and also the one with the most serious consequences: damaged goods, refused by the courier at pick-up, or rejected at the sorting centre.

A parcel travels hundreds or thousands of kilometres, passes through automated conveyor belts, is stacked under other parcels and endures constant vibrations. A box that is too thin, a plastic bag, or a used box with saggy walls will not hold up.

In order to deal with every shipment in the best possible way, it is important to keep in mind the shipping mistakes to avoid. These shipping mistakes are more common than you think.

Typical errors:

• Use single cardboard boxes for heavy objects (over 5 kg)
• Reuse damaged boxes or boxes with squashed corners
• Do not fill empty spaces inside (contents move and break)
• Use thin adhesive tape or apply it only to edges

How to avoid it: Use double or triple layer cardboard boxes, proportionate to the contents. Fill empty spaces with bubble wrap, kraft paper or polystyrene. Seal all edges with packing tape at least 5 cm wide. If you are shipping heavy items, reinforce the bottom with a double layer of cross tape.

👉 [Complete guide: how to pack a parcel correctly →]

💡 The Council of ShippingComoda:

• Use strong materials: rigid cardboard, bubble wrap, protective foils
• Choose the right box: neither too big nor too small
• Make a visual check before shipping: shake the parcel slightly to check that the contents are stable

Error #2 - Weight and dimensions incorrectly declared

This mistake does not damage the goods, but it damages your wallet. Couriers apply the volumetric weight when it exceeds the actual weight - and it almost always exceeds it for large but light packages.

The standard formula is: W × D × H (in cm) ÷ 5,000

It is essential to prevent these shipping errors to ensure that parcels arrive at their destination safely and on time.

Every shipping error is a learning opportunity to improve future shipping.

If you have a 60×50×40 cm box that weighs 3 kg, the volumetric weight is 24 kg. You pay per 24 kg, not per 3.

Typical errors:

• Enter the weight of the goods without adding the weight of the packaging
• Do not measure actual dimensions after packing
• Ignore the volumetric weight and then receive a request for adjustment

How to avoid it: Weigh the already packed parcel with a scale. Measure length, width and height with a tape measure. Enter these data into the calculator - do not estimate by eye. An error of 2-3 kg can double the shipping cost.

Error #3 - Incomplete or wrong recipient address

When shipping, it is important to keep in mind shipping errors that can be easily avoided.

A wrong address is the number one cause of missed deliveries. The courier makes one or two attempts, then the parcel goes into storage and is often returned to the sender - at your expense.

Typical errors:

• Missing or wrong house number
• Wrong postcode (even one number changes the sorting centre)
• Missing name on intercom or mailbox
• Absent or wrong telephone number (courier cannot contact the recipient)
• For foreign shipments: incorrect address format for the destination country

How to avoid it: Always ask the recipient to confirm the address in writing before sending. Check the postcode on an official website (in Italy: poste.it; in Australia: auspost.com.au; in the UK: royalmail.com). Always include the recipient's phone number - it is mandatory for many couriers on international destinations.

Error #4 - Label misplaced or illegible

The label is the only thing that lets the courier know where to send your parcel. If it is illegible, folded at an angle, covered with tape or torn during transport, the parcel will get stuck.

Typical errors:

• Apply the label to a corner or joint of the box
• Cover the barcode with transparent reflective tape
• Leave old labels on the parcel (if you reuse a box that has already been shipped)
• Printing the label in low resolution or on unsuitable plain paper

How to avoid it: Apply the label to a flat surface of the package, away from the edges. Remove or completely cover any previous labels. If you cover the barcode with adhesive tape, use opaque tape - not glossy (reflects scanning lasers). Print on adhesive paper specifically for shipping, not on normal A4 sheets glued on.

These shipping errors can be reduced by following a few simple tips.

Error #5 - No adequate protection for fragile objects

“I wrote FRAGILE on the box” is not a protection. The tape with FRAGILE written on it helps operators to take better care, but it is no substitute for proper packaging.

Typical errors:

• Wrap fragile objects only in newspaper (does not absorb shocks)
• Placing several fragile objects in direct contact with each other
• Leave at least 5-8 cm of cushioning material between the contents and the walls of the box
• Shipping bottles without a specific container

How to avoid it: Each fragile object must be individually wrapped in bubble wrap with at least two layers. At least 5 cm of cushioning material on all sides is needed between the objects and the walls of the box. For bottles and liquids, use specific containers with rigid separators. Test the closed box: shake it - if you feel internal movements, add more material.

Error #6 - Wrong service choice

Choosing the cheapest service is not always the right choice. Just as choosing the fastest when not needed is a waste.

Knowledge of shipping errors is crucial for a successful shipment.

Typical errors:

• Choose economy for an urgent shipment and then pay dearly for the consequences of the delay
• Choose express for a non-urgent parcel and spend twice as much for no reason
• Do not consider that for remote destinations (islands, rural areas) times can be significantly longer even with express services
• Compare only the price without considering the service (e.g. collection included or not, tracking, basic insurance cover)

How to avoid it: Use a comparator to see at a glance the prices, times and coverage of each courier for your specific destination. For international shipments, always consider additional customs time (1-3 working days for non-EU countries) before choosing a service.

👉 [Compare couriers and calculate quote →]

Error #7 - Missing or incorrect customs documents (extra-EU shipments)

This is the most costly mistake for those shipping outside the European Union. A missing or incorrectly completed document can hold up the parcel in customs for days, cause it to be rejected or have it destroyed - at the recipient's expense.

Typical errors:

• Do not enclose a pro forma invoice (mandatory for all non-EU shipments, also between private individuals)
• Do not complete the free export declaration
• Do not indicate the TARIC code of the goods
• Stating a declared value too low (“to save on duties”) - illegal practice that can lead to fines and seizure
• Omit country of origin of goods

How to avoid it: They are always needed for every extra-EU shipment: pro forma or commercial invoice (with precise description, quantity, actual value and country of origin) and free export declaration. The TARIC code must be entered to correctly identify the goods category. At SpedizioneComoda, the system guides the automatic generation of these documents at the time of booking.

📋 Learn more:

• See the official rules of the’Customs Agency
• What is the TARIC code and how to find it →
• What can I ship to Australia →

Error #8 - Description of goods vague or generic

“Gift”, “clothes”, “personal items”, “goods” - these are the descriptions that stop most shipments at customs. Customs authorities all over the world demand precise descriptions. A vague description amounts to a suspicious declaration for them.

Typical errors:

• Using generic English terms without specifying the product
• Do not indicate quantity of articles
• Do not indicate the value of each item separately
• Mistranslation of foreign language description

How to avoid it:

🚫 Do not write: “gift”, “clothes”, “misc items”

✅ Write instead:

• “Men's cotton T-shirt - 2 pieces - value € 40 each. - made in Italy”
• “Leather shoes - 1 pair - value € 120 - made in Italy”.”
• “Textbook - 1 piece - value € 25 - no commercial value”.”
• “Paper documents - no commercial value”.”

The more accurate the description, the faster the customs clearance. This applies to any non-EU country: Australia, USA, Japan, UK, Canada, Switzerland.

Error #9 - No insurance on valuable goods

The basic coverage included in most shipping services is limited (often 50-100 €). If you ship an item that is worth more and you do not activate the’additional insurance, in case of loss or damage you will only receive the basic refund - regardless of the actual value.

Typical errors:

• Do not activate insurance on high value items
• Declaring a lower than actual insured value to save money
• Do not read the insurance exclusions (glass, ceramics, alcohol, improperly packaged electronics)

How to avoid it: For objects with a value of more than € 100, always activate the additional insurance. Declare the real value - in the event of a claim, the insurance reimburses only up to the declared value. Before activating cover, read the exclusions: fragile items such as glass and ceramics require specific packaging to be covered.

Remember, every time you ship, there are shipping errors that can compromise the entire process.

Ultimately, addressing shipping errors is essential to optimise your shipping process.

Error #10 - Do not check list of prohibited articles

Each courier and each destination country has a list of items that cannot be shipped. Send prohibited articles means at best rejection of the parcel, at worst penalties.

Typical errors:

• Shipping lithium batteries that do not comply with IATA regulations
• Shipping sprays, flammable liquids or products under pressure
• Shipping fresh food to countries with biosecurity restrictions (e.g. Australia)
• Shipping medicines without an attached prescription to countries with specific regulations
• Shipping items requiring export licences without having them

How to avoid it: Before each shipment, always check two lists: that of your chosen courier and that of the destination country. For shipments to Australia, consult the Australian Border Force's BICON system. For shipments to the USA, check CBP (Customs and Border Protection). On SpedizioneComoda you will find specific information for each destination on the dedicated page.

✅ Pre-shipment checklist

Print or save this checklist. Use it every time before handing the parcel over to the courier.

Packaging

• Double-layer cardboard box in good condition
• Blank spaces filled with cushioning material
• Edges sealed with wide packing tape
• Previous labels removed or covered

Data and label

• Full name of recipient
• Full address with verified house number and postcode
• Recipient's telephone number included
• Label applied on flat surface, readable barcode

Weight and measurements

• Weight of the already packed parcel (not of the goods alone)
• Actual measured dimensions (L × W × H)
• Volumetric weight calculated and compared with actual weight

For shipments outside the EU

• Pro-forma invoice completed with precise description, quantity and actual value
• Free export declaration attached
• TARIC code entered
• Country of origin of the goods indicated
• Goods checked on the list of prohibited articles for the country of destination

Service

• Service chosen on the basis of actual time required (not just price)
• Insurance activated if the value exceeds the basic cover
• Tracking code saved and communicated to recipient

❓ FAQ - Frequently asked questions about shipping errors

Error-free shipping with SpedizioneComoda

With ShippingComoda you can compare DHL, UPS, FedEx and TNT, calculate a quote with volumetric weight included, and get support on customs documentation - all in a few clicks, without subscriptions.

👉 [Calculate the quote →] 📦 [Compare couriers →]

Related articles:

Remember that shipping errors can be avoided with planning and attention to detail.

• How to pack a parcel correctly →
• TARIC code: what it is and how to find it →
• What can I ship to Australia →
• Shipping to Australia: costs, time and customs →
• Customs and non-EU shipments: a complete guide →