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Completing the Despatch Note (Pos 401D)

Despatch Note pos401d

  1. Sender's full name, address and customs reference (if any) MUST be completed.
  2. Addressee's full name and address, including the name of destination MUST be completed.
  3. Not required to fill in.
  4. Not required to fill in for Speedpost items.
  5. Not required to fill in.
  6. Please indicate the importer's reference (if any) and tax code / VAT No. / importer code (if applicable).
  7. Please indicate the importer's telephone / fax / e-mail (if known).
  8. Not required to fill in.
  9. Not required to fill in.
  10. Please indicate the number of item posted.
  11. Please state the number of certificates and invoices (if any).
  12. Not required to fill in.
  13. Not required to fill in.
  14. Not required to fill in.
  15. Sender MUST indicate the instruction in case of nondelivery.
  16. Not required to fill in.
  17. Not required to fill in.
  18. Please tick the appropriate box.
  19. Not required to fill in.
  20. To be filled in by the addressee.
  21. Please write down the date and sign.


The customs declarations should be completed in English or a language which is accepted in the destination.

To clear any items, the customs in the destination need to know what the contents are. Sender must therefore complete Sender's declaration fully, accurately and legibly. Otherwise delay and inconvenience may be caused for the addressee. Moreover, a false, misleading or incomplete declaration may lead, for instance, to the seizure of the package.

It is also Sender's responsibility to enquire into import and export regulations (prohibitions, make-up etc.) and to find out what documents, if any (certificate of origin, health certificates, invoices, etc.), are required in the destination and to attach them to this form.

The general terms in the contents, such as "foodstuffs", "samples", "spare parts", etc., are not permitted.

Regarding the type of contents, an insertion of a cross in this space does not relieve Sender of the obligation of completing the declaration in detail; nor does it necessarily imply that the goods will be admitted free of duty in the destination:

  • "commercial sample" means: articles considered by customs as being of negligible value, which are merely used in pursuit of orders for merchandise of the kind.
  • "document" means: any medium intended to contain and actually containing information which, by virtue of its quantity or nature, is considered by customs as being of negligible value.

Sender should be aware of the latest requirement of documents and customs clearance procedures stipulated by customs in the destination. The customs in the destination may withhold and / or impose customs duties on any postal items as they consider lawful under the law of their own country. It is the responsibility of the senders / addressees to provide all the required documents for customs clearance of the postal item or arrange broker service if necessary. The customs in the destination will not inform the postal administrations, i.e. Hongkong Post, of the customs clearance information concerning the postal items.