Following is a list of rules and guidelines for successfully mailing a package to Ukraine. Admittedly, this may look complicated and intimidating. However, it is not as bad as it looks, and the procedure will quickly become Old Hat after you have performed it a few times.
1. Take everything out of its store packaging, take all tags including price tags, size stickers, etc. off clothing. If you are sending a toy, also take it out of its store packageing. If you like, you may put things in regular ziplock bags instead. Wash and dry all clothing so it is ready to wear. Technically, this also means that the clothing is USED and has no value.
2. A preferred method is to place the entire contents of package into a large plastic bag, like a garbage bag, and tie it shut. Often, weather conditions can be bad and mail-handling procedures sub-standard. If your box gets wet or dirty, your contents will stay clean and dry if well-wrapped.
3. Put a list (in English) inside the package with the name and address of the child it is intended for, and a list of the contents. This way, if the outside of your box gets destroyed, there will still be a name and address inside so it can be delivered. BE SURE TO MAKE A COPY OF THIS LIST FOR YOURSELF. YOU WILL NEED IT WHEN YOU GO TO THE POST OFFICE!
4. Make sure to use very sturdy cardboard boxes. Try to put one box inside of another if possible, especially if sending a large or heavy box. If you are using "recycled" cardboard boxes (not USPS boxes) make sure ALL other markings are covered or deleted completely. By packing things tightly, they will move less during shipping and be less likely to damage or weaken the box from the inside.
5. Print your address and return address clearly on the outside of the box. Remember that when you fill out your customs form, the form must be made out EXACTLY as the package is addressed and returned addressed. There should be only ONE name on the return address, and it should be the name of the person who will actually take the box to the post office, because that individual will have to sign the customs form in front of the postal worker.
6. When you make your list for the inside of the box, make a copy for yourself, because you will have to put the contents of the box on the customs form. They will not allow a vague explaination like "children's clothing" or "toys". You must be precise: "2 childs tshirts, 3 pairs kids socks, 1 soft stuffed animal, 1 box of 24 crayons, 1 coloring book".
7. You cannot send anything containing alcohol or liquid of any kind. Your postal worker may also ask you to write on the form that the package contains nothing illegal or dangerous.
8. On the customs form where it asks the value of the contents, put "0 -used items, sentimental value only". This and the "Humanitarian Aid" statement (below)will insure that the orphanage does not have to pay duty on the package.
9. On the portion of the customs form where it asks the purpose of the package (gift, merchandise, etc.), check the block marked "other" and then handwrite in "Humanitarian Aid"
10. Mark, "if undeliverable, please treat as abandoned" on customs form! You really should not be sending anything so valuable that it would be cheaper for you to pay return postage on it (hideously expensive). Also, anything on the outside of the box or on the form that indicates that there is anything of any value whatsoever in the box will make it that much more likely that the box may be stolen by foreign postal employees.
11. It is a good idea to completely cover package in clear wide seethru packaging tape. This protects the addresses and the box and contents, and makes the whole thing much sturdier and less likely to be tampered with.
12. Do not send any items requiring batteries -- with few exceptions, it is generally not worth the complications. Please ask regarding any specific instances.
Does this sound like a complicated hassle? Yes, it probably does . . . . . but it will be worth every second of your time and every penny you have spent when you get a thank you letter, telling you that your gift was "amazing" or you see a photo of your child hugging a bear, playing with the doll or truck, or wearing the warm sweatshirt that you sent to them.
If you have any questions, especially about a specific item, you can e-mail us: ukrainesponsorship@hotmail.com and we will be happy to help. Remember, your best source of information regarding these packages will always be your local postal workers - never hesitate to ask them about rules and guidelines.
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