CN23 is used for international parcels above the CN22 value/weight thresholds. It contains more comprehensive shipment details and is typically used for commercial consignments via postal services. For instance, shipping a €600 watch overseas would require affixing a CN23 form to ensure correct customs processing. 

The CN23 customs declaration form serves as the gateway for higher-value international postal shipments, bridging the gap between simple postal services and complex customs requirements. While its cousin CN22 handles small packets and gifts, CN23 takes responsibility when values exceed thresholds or commercial intent becomes clear—transforming postal services into viable channels for international commerce.

Despite appearing as just another form to complete, CN23 represents a critical inflection point where casual shipping meets serious compliance. That €600 watch requiring CN23 documentation isn't just following postal rules—it's entering the realm of formal customs declarations with all associated responsibilities and risks.

Understanding CN23's Strategic Position

The CN23 occupies a unique position in international shipping, enabling businesses to leverage postal services' universal reach and competitive pricing for substantial commercial shipments. Where courier services might charge premium rates, postal services with proper CN23 documentation offer economical alternatives for reaching global customers.

This form evolved from recognising that postal services handle more than letters and small gifts. As e-commerce exploded, postal authorities needed mechanisms to process valuable commercial shipments whilst maintaining their public service obligations. CN23 emerged as the solution—detailed enough for customs compliance yet simple enough for postal handling.

The thresholds triggering CN23 vary globally but typically activate around £270 or 2kg weight. These limits reflect a pragmatic balance. Below these thresholds, simplified CN22 documentation suffices. Above them, customs authorities demand more detailed information to assess duties, apply regulations, and maintain security. Understanding these thresholds helps businesses route shipments optimally between postal and courier services.

What makes CN23 particularly powerful is its standardisation through the Universal Postal Union. Whether posting from London to Lagos or Manchester to Melbourne, the same form structure applies. This universality reduces complexity for global sellers while ensuring postal workers worldwide recognise and process documentation correctly.

Common Challenges and Practical Solutions

Detail Versus Efficiency Balance

The central CN23 challenge involves providing sufficient detail for customs clearance without overwhelming postal processing. Unlike courier shipments with extensive electronic pre-alerts, postal services rely heavily on physical documentation. Too little detail triggers customs queries; too much creates processing confusion.

A handicraft seller discovered this balance through painful experience. Initially providing minimal descriptions like "handmade items," their packages faced repeated customs delays and returns. Overcompensating with essay-length descriptions proved equally problematic—postal workers couldn't quickly identify handling requirements. They found success with structured middle ground: clear product categories, concise material descriptions, and accurate values that satisfied customs without creating novels.

The solution requires understanding both audiences. Customs officers need enough information to classify goods and assess duties. Postal workers need quick visual cues about special handling requirements. Effective CN23s layer information appropriately—key details prominent, supporting information accessible but not overwhelming.

Value Declaration Challenges

Declaring values on CN23 forms creates particular anxieties. Unlike commercial invoices between known trading partners, CN23 declarations feel exposed—visible to postal workers, customs officers, and potentially others. This visibility leads some to under-declare, hoping to minimise duties or avoid attention.

A vintage book dealer learned the costly lesson of under-declaration. Shipping rare editions valued at £500 but declared at £50 to "help customers with duties," they faced accusations of fraud when customs inspected and researched actual values. Beyond immediate penalties, their packages now face increased scrutiny, delaying all shipments.

Honest value declaration proves essential for multiple reasons. Insurance coverage depends on declared values—under-declare and claims will be limited. Customs authorities have extensive databases of typical values—suspicious declarations trigger inspections. Most importantly, trust once lost takes years to rebuild. Accurate declarations might increase customer duties but protect long-term business viability.

Integration with Business Systems

Many businesses struggle integrating CN23 generation into streamlined operations. Unlike courier labels printing automatically from order systems, postal documentation often requires manual intervention. This disconnection creates errors, slows fulfilment, and limits scaling potential.

A beauty products company shipping globally via postal services initially prepared CN23s manually. With 50 international orders daily, staff spent hours on documentation. Errors were common—transposed values, missing descriptions, inconsistent declarations. They transformed operations by building integration between their order management system and postal documentation. Now CN23s generate automatically with validated data, reducing processing time by 80% while eliminating errors.

The technical solution matters less than the mindset shift. Stop viewing CN23 as an afterthought requiring manual attention. Instead, treat it as integral to order processing, deserving the same automation as picking lists or shipping labels. This integration investment pays dividends in efficiency and accuracy.

Business Impact of CN23 Mastery

Mastering CN23 documentation unlocks significant competitive advantages. Businesses proficient with CN23 access cost-effective international shipping that would otherwise require expensive courier services. This price differential—often 40-60% on similar services—enables competitive delivered pricing in global markets.

A sporting goods retailer illustrates this impact perfectly. Previously limiting international sales due to high shipping costs, they invested in CN23 expertise and systems. Postal shipping options reduced delivery costs dramatically, enabling free shipping thresholds that matched domestic offers. International sales grew 300% in 18 months, entirely enabled by effective postal documentation.

The reliability improvement proves equally valuable. When CN23s are consistently accurate, postal clearance becomes predictable. Customers receive realistic delivery timeframes. Returns due to documentation errors virtually disappear. This predictability builds the trust essential for repeat international business.

Market reach expands significantly too. Courier services often limit delivery to major population centres or charge premiums for remote areas. Postal services with proper CN23 documentation reach virtually everywhere at standard rates. For businesses targeting global niches rather than just major cities, this universal reach proves transformative.

Key Metrics to Monitor

Tracking CN23 effectiveness requires monitoring both operational efficiency and customer outcomes. Start with documentation accuracy rates—what percentage of CN23s generate without manual intervention? How often do corrections prove necessary? High manual touch rates indicate integration opportunities.

Monitor clearance performance by destination. Some countries process CN23 shipments smoothly; others consistently delay. Understanding these patterns helps set accurate customer expectations and might guide market focus decisions. If certain destinations consistently prove problematic despite correct documentation, the issue likely lies with local postal efficiency rather than your processes.

Calculate the true cost differential between postal and courier services for comparable shipments. Include not just shipping charges but total fulfilment cost including documentation time. Proper CN23 automation should deliver 40-60% total cost savings. Lower differentials suggest process improvements needed.

Track customer satisfaction specifically for postal shipments. Do CN23-documented packages generate more queries than courier shipments? Higher contact rates might indicate communication improvements needed about postal timing expectations. Equal satisfaction at lower cost validates your CN23 investment.

Frequently Asked Questions

When should we use CN23 versus commercial invoices?

CN23 serves postal shipments exclusively, while commercial invoices accompany all international commercial shipments regardless of carrier. For postal shipments exceeding CN23 thresholds, you'll need both—CN23 for postal handling and often a commercial invoice for customs clearance. The duplication seems redundant but serves different purposes.

Can we print CN23 on regular paper?

While technically possible, it's not recommended. CN23 forms require specific formatting, colour coding (green), and information placement that generic printing might not reproduce accurately. Use official forms or validated templates ensuring compliance. The minor cost prevents major delays.

How many copies of CN23 are needed?

Requirements vary by destination. Typically, one copy attaches to the package exterior in a clear pouch, with additional copies inside or submitted electronically where systems allow. Some destinations require up to five copies. Check specific country requirements to ensure compliance.

What about return shipments?

Return shipments need CN23 documentation just like outbound packages if exceeding thresholds. The challenge involves customers preparing documentation correctly. Smart businesses include pre-completed CN23s with international shipments or provide clear instructions for return preparation. Poor return documentation creates border delays and customer frustration.

Integration Considerations

Effective CN23 management demands thoughtful system integration. Your order management platform should recognise when international postal services are selected, automatically triggering appropriate documentation. Product data must include customs-compliant descriptions and accurate values accessible for form population.

Consider how your warehouse management system enforces documentation completeness. Preventing package dispatch without required CN23s proves more effective than hoping staff remember requirements. Build validation into pack-out processes.

The goal extends beyond mere compliance to competitive advantage. When CN23 generation integrates seamlessly with fulfilment, international postal shipping becomes as efficient as domestic, enabling global reach at sustainable costs.

Alternative Approaches to Postal Documentation

Manual Form Completion

Still common among smaller sellers, handwriting CN23s guarantees inconsistency and inefficiency. Every form becomes a time-consuming exercise in cramped writing and crossed fingers. Scale becomes impossible without proportional staff increases.

Partial Digital Solutions

Some businesses print addresses digitally but complete CN23s manually. This hybrid approach improves on pure manual but still creates bottlenecks and errors. The efficiency gains remain marginal while complexity increases.

Integrated Documentation Platforms

Leading sellers integrate CN23 generation completely with order processing. Forms populate automatically from validated data, print with shipping labels, and tracking updates systematically. This approach enables postal services to compete with courier efficiency while maintaining cost advantages.

For growing eCommerce retailers seeking global reach without premium shipping costs, CN23 mastery unlocks markets previously accessible only to larger competitors.

Next Steps: Unlock Postal Shipping Potential

Evaluate your international shipping mix. What percentage uses expensive courier services for packages that could ship postally? Calculate potential savings from shifting appropriate shipments to postal services with proper CN23 documentation.

Then build systematic capabilities. Integrate CN23 generation with existing systems, train staff on requirements, establish quality controls, and monitor performance. The investment in postal documentation excellence pays dividends through expanded reach and reduced costs.

Schedule a Consultation to develop postal shipping strategies that compete globally while controlling costs.

Related Topics: CN22 | CP71 (Postal Customs Declaration) | Commercial Invoice