International Orders & Delivery

Transport modes

The right transport mode depends on order volume, destination, urgency and budget. Caps are light but bulky, so carton volume often matters more than weight when comparing options.

Transit time depends on the route, carrier, season and customs handling, so it is confirmed per shipment rather than promised in advance. For seasonal launches, plan the delivery date backward from the date goods must be in your warehouse, and leave a margin for customs clearance.

Incoterms explained

Incoterms are standard trade terms published by the International Chamber of Commerce. They define where the seller's responsibility ends and the buyer's begins: who books transport, who pays freight and insurance, who handles export and import clearance, and where risk passes. The Incoterm is always stated together with a named place, for example a named warehouse or port.

The table is a simplified overview. The exact obligations are defined in the official Incoterms rules, and the term used for your order is agreed on the quotation. If you are unsure which term fits, describe your logistics setup in the request for quote and a suitable option is proposed.

Shipping documents

Each shipment travels with a set of commercial documents. Customs authorities, forwarders and your own accounts team rely on them, so their accuracy matters as much as the goods.

• Commercial invoice: seller and buyer, Incoterm and named place, description of goods, customs tariff code where provided, quantity, unit value and total value.
• Packing list: carton numbers, contents per carton, net and gross weights and carton dimensions.
• Country of origin statement: the country of origin of the goods, consistent with the inside labels and the quotation.
• Transport document: road consignment note, air waybill or bill of lading, issued by the carrier.
• Additional documents: certificates or declarations required by the destination country or requested by the buyer, confirmed per shipment.

Material descriptions on the invoice should match the tech pack, for example the fiber composition of the shell fabric. Inconsistent descriptions are a common cause of customs queries.

Carton marking and packing

Cartons are marked so they can be identified and received without opening. Marks are agreed before packing and follow your warehouse or forwarder requirements where provided.

• Purchase order number and buyer reference.
• Style, color and size, with quantity per carton.
• Carton number in sequence, for example 3 of 20.
• Gross and net weight, and carton dimensions.
• Country of origin.
• Destination address or shipping mark for consolidated freight.
• Handling marks, such as keep dry or this way up, where relevant.

Packing method affects carton count and therefore freight cost. Structured caps nested in stacks need more volume than flat-packed beanies. See private labeling and packaging for packing options.

Duties, taxes and import clearance

Import duties and taxes are determined by the destination country, the customs classification of the goods, their value and their country of origin. Trade agreements between the origin and destination countries may reduce or remove duties when the conditions and documentation requirements are met.

Because these factors differ per order, duties are not quoted as a fixed figure. Under most Incoterms the buyer is responsible for import clearance and pays duties and taxes at destination. Under DDP these are arranged by the seller and included in the delivered price. In each case the duty position is confirmed per shipment.

Samples and split deliveries

Samples usually travel by express courier. Customs at destination may treat them as commercial goods, so a short commercial invoice accompanies them as well. Bulk orders can be split across several destinations or transport modes, for example a small air shipment for a launch and the balance by road or sea. Split deliveries add documents and handling, so plan them at the quotation stage.

For a full view of how delivery fits into the project, see custom headwear manufacturing. Distributors and wholesalers can find order structure considerations on the wholesale distribution page.