If you've never sent documents abroad, this article is for you
Sending documents abroad for the first time is daunting. And with good reason: what goes in that envelope might be your university degree, the deed to your house, your daughter's birth certificate or a power of attorney worth months of paperwork. It's not just any parcel.
At Acacia Cargo we welcome people every week who come in with that feeling: "I don't know where to start." This guide explains exactly what happens when you ask us for an international document shipment, from the first WhatsApp message to the moment your relative or the body on the other side signs for delivery. Seven steps. No surprises.
Step 1 — The initial enquiry (5 minutes)
Before moving anything, it helps to have two pieces of information to hand:
- Where the document is going. The country and, if you know it, the recipient's city and postal code.
- What type of document it is. Whether it's a Civil Registry certificate, a power of attorney, an academic degree, a criminal record certificate, a judgment, etc.
With that, two routes:
Option A — Request a quote online
On our quote page you leave us your shipment details and we send you the timeline and a fixed price over WhatsApp. It's the fastest route if you already know what you want to send.
Option B — WhatsApp with a real person
If you have doubts (about an apostille, a translation, whether your case needs something special), you message +34 626 78 54 28 and a person answers during office hours. No bot, no switchboard. We usually reply in under 30 minutes.
In both cases, you receive a fixed price before committing to anything. No surprises at customs, no surcharges at the end.
Step 2 — We check whether the document is ready to travel
This is where the part that confuses new clients most comes in. Before shipping, you have to make sure the document is valid at the destination. Three questions:
Does it need an apostille?
If the document will be used before a public authority in another country (a civil registry, a court, a university, an immigration office), it almost always needs the Hague Apostille or consular legalisation. We explain in detail which documents need it in this guide.
Does it need a translation?
It depends on the language of the destination. For the US, the UK, Australia: a translation into English. For the Philippines: English as well. For Germany, France, Italy: a translation into the local language. The translation always includes the apostille (that is, you apostille first, then translate).
Is the document recent?
Some certificates (civil status, criminal record) have a limited validity at the destination. 6 months is usually the maximum accepted. If your certificate is two years old, you may need to request an up-to-date one.
If your case requires any of these steps, we tell you in the initial quote and, if you wish, we coordinate the apostille and translation ourselves before the shipment. That way you don't have to go to three different places.
Step 3 — You bring the envelope (or we collect it)
Once we've confirmed what's going to be shipped, there are two ways to hand over the envelope:
At the office
Carrer de Pelai 9, 08001 Barcelona (right next to Plaça Catalunya). No appointment needed for small envelopes, with an appointment if you bring several documents or want us to review them with you. We're open Monday to Friday from 9:00 to 20:00; closed Saturdays and Sundays. The cut-off for the shipment to leave the same day is 6 pm at Pelai 9.
Home pick-up or drop-off
We do home pick-up in Barcelona and the surrounding area; you can also drop the envelope at a DHL/UPS point if that suits you better. It's very useful for lawyers, agencies and individuals with little availability. We agree a time window over WhatsApp.
At the office we give you a physical and digital receipt with a tracking number. From that moment you can follow the shipment in real time.
Step 4 — Packaging, labelling and customs declaration
We do this, but it helps to know what happens to your envelope:
Packaging. For documents we use a rigid envelope or a small box with moisture and bend protection. Official paper is delicate: a crease in the area of a stamp can be grounds for rejection at some bodies.
Labelling. We generate the courier label with all the details: sender, recipient, weight, dimensions, declared value, content. This label is the first thing CBP, BOC or any international customs reviews.
Customs declaration. For personal documents, we declare "Personal documents – no commercial value" with a symbolic value. This is the formula that avoids misunderstandings at the border: documents pay no duties in almost any country in the world if they are correctly declared.
Double digital copy. Before sealing the envelope, we give you the option to scan the content so you have a digital copy in case of an incident. It's a small safety measure that saves a lot of trouble.
Step 5 — The shipment and the tracking
Your envelope leaves Barcelona that same day or the next business day, depending on the hand-over time. From that moment:
- You receive the tracking number over WhatsApp and email.
- You can see the shipment status in real time (collected → in transit → arrival in the destination country → customs → local delivery).
- At each important milestone, we notify you over WhatsApp.
Typical timelines from Barcelona:
| Destination | Indicative timeline |
| Europe | 2–3 business days |
| United Kingdom | 2–3 business days |
| US | 2–4 business days |
| Philippines | 2–7 business days |
| Latin America | we confirm the exact timeline when we quote |
These are indicative timelines for document shipments. We confirm the exact timeline for your route when we quote, before you commit to anything.
Step 6 — Customs at the destination
For document shipments, customs is usually a fast step (24–48 hours) because there is no commercial value. But each country has its quirks:
- US (CBP): personal documents pass with no duties. Occasionally there's a random inspection.
- Philippines (BOC): documents pass with no duties. See the detail in our Philippine customs guide.
- European Union: intra-EU shipments don't go through formal customs.
- Post-Brexit United Kingdom: a basic customs declaration, but no duties for documents.
If at any point your envelope is held at customs, we notify you immediately and handle the release with the courier. We don't leave you on your own with that part.
Step 7 — Delivery and signature
The international courier contacts the recipient to arrange delivery. Most express shipments require a signature on receipt (a good sign: the document isn't handed to just anyone).
If the recipient is:
- An individual: a signature in hand. If they're not in, the courier leaves a notice and tries again (normally 2-3 attempts).
- A public office (USCIS, an embassy, a university): it's delivered at reception and confirmation is obtained.
- A federal P.O. Box: no direct signature, but with confirmation of deposit.
As soon as it's delivered, you get a notice over WhatsApp with the confirmation and, when available, an image of the signature. Your shipment is closed.
And if something goes wrong: what we do
International shipments are long chains (pick-up → origin customs → flight → destination customs → local delivery). Something, at some point, fails. When it does:
- A delay due to timing (delayed flights, holidays at the destination): we notify you with a new estimated timeline.
- A customs hold: we handle the release with additional documentation if needed.
- A failed delivery attempt: we coordinate a new visit with the recipient.
- A wrong address: we correct it if possible, or coordinate a return.
- An actual loss of the shipment (extremely rare): we activate the courier's insurance and the document is reissued if you have a copy.
We don't redirect you to a freephone number. You talk to the same person who collected your shipment.
Frequently asked questions for your first shipment
How much does it cost to ship documents abroad?
It depends on the destination, the weight and the speed, so we don't work with fixed "from €X" rates. You give us your shipment details and we give you a fixed price over WhatsApp in under 2 hours, with no surprises or surcharges at the end.
Request a quote for your shipment.
How long does it take to arrive?
Between 1 and 5 business days to almost any destination. If you need something faster (same day to Europe, 24h to the US), we have that too, at a premium rate.
And if it's just one A4 sheet?
The same process. The label is the same, the courier is the same. Only the weight changes (and therefore the price).
Is it more expensive than the post office?
Sometimes yes, sometimes no — it depends on the destination and the type of service. What is certain is that with us you have real tracking, insurance, human support and customs handling included. For a document worth months of paperwork, that difference is worth it.
Can I send money or cards inside the envelope?
No. International rules prohibit sending cash, active bank cards, jewellery or valuable items by a document courier service. If you need to send money, we point you to safe alternatives.
And if I live outside Barcelona?
No problem. We do home pick-up in Barcelona and the surrounding area; if you're further away, we coordinate with you so you can get the envelope to us by registered mail or courier, and we handle the international shipment from the office.
Do you offer support in Filipino or English?
Yes. We have native support in Spanish, English and Filipino at the office and over WhatsApp. Especially important if the recipient or the sender isn't fluent in Spanish.
In short: 7 steps, one person with you at each one
Making your first international shipment with Acacia Cargo is more like going to a notary's office with someone who knows the way than using an app blindly. We explain what's needed, we prepare it with you, we ship it, and we keep you informed until the recipient signs. That's how our document shipping service works from start to finish.
Start with a free, no-obligation quote or drop by the office at Carrer de Pelai 9, 08001 Barcelona. Direct WhatsApp: +34 626 78 54 28.
Related guides: