Need to send a document to another country? Check out some tips to easily send your documents abroad
Many people believe it is difficult to send a document abroad, but this is not true. You have to be careful to make sure your document will safely reach its destination. By following our tips, you will get things right and avoid problems.
Before you start
Before you start the process, make sure your data are correct. The data below are crucial to ensure the effectiveness of the process.
• Contact information: the company in charge of sending the document may need to contact you or the recipient. Check if all contact information is correct.
• Document description: you have to describe what you will be sending. This will reduce the risk of your document being on hold for some reason.
• Value of assets: inform the general value of the assets sent and the value of each item to facilitate the calculation of taxes and charges. Enter the approximate value of each item even if your sending does not involve selling.
Document sending process
Sending a document abroad has some particularities depending on the company you choose for the service. Nevertheless, recommendations are similar and will help you have a successful experience.
• Check the regulations of the target country: some countries have some restrictions as to incoming documents or other items. Before you send anything, check whether the country has any type of restriction that may cause you trouble and make sure you meet all the necessary requirements.
Documents going to Syria, Iran and North Korea, for example, must be followed by a sanctions document, a warranty and an exemption letter.
• Package your document accordingly: there is no use in fulfilling all legal requirements if your document gets crushed or damaged in any way. Place your documents in a secure envelope. Don’t try to save money on the envelope because any potential loss will cost you much more.
• Make sure you know how long it will take for your document to get there: companies offer different types of service with different delivery terms. If you are not in a hurry, choose the cheapest option and save money. If you need urgency, don’t waste your time and choose the quickest option even if you have to pay a little more for that.
• Check holidays, strikes and other celebration dates: do not forget each country has its own holidays and this may delay your package. Besides that, some events cannot be predicted, such as strikes and other issues. Choose a method that can delivery your document some days in advance.
• Always enter the Zip Code of your destination: The Zip Code, or Postal Code depending on the country, is a very important piece of information and should be part of your destination address. An address with no Zip Code can delay your delivery abroad or you can end up losing your deadline guarantee, when such guarantee was offered by the company.
• Check maximum allowed weight and sizes: each company has different rules for document size and weight. Check them out and follow them accordingly. If that is the case, split your document into more than one package.
• Watch for the contents of your package: some items cannot be sent abroad as documents, including cards with pin numbers, checks or cash in valid currency.
What do I have to do?
Some procedures should be followed depending on the purpose of the document you are sending. If you are sending a document to a relative or friend as a keepsake, you don’t have to do anything special about it.
If you are using your document for legal purposes, like in a school or college, you must have it translated by a sworn translator. A sworn translation will also render the document valid abroad and must be made by a sworn translator registered with the Commercial Registry of his/her State.
Documents that usually require a sworn translation include birth certificates, marriage certificates, death certificates, driver’s license, certificates, diplomas and school transcripts, passports, contracts, and others.
Documents such as package inserts, dissertations, theses and final papers may need a technical translation, which may or may not be a sworn translation, depending on whether it has to be legally valid.
Technical translations cover several fields of expertise: pharmaceutical, legal, medical, automobile, mechanical, chemical, marketing and others, and also include technical manuals, patents, and bids.
Technical translations should only be made by professionals who master the language and the subject addressed.
These professionals must deeply understand the terminology of each area, in addition to the cultural aspects of the target country where the translation will be sent. This will ensure the translated document is perfectly understood by anyone speaking the language or living in the country.