How to Declare Documents on USPS Customs Forms (2025 Guide)

Understanding how to declare documents on USPS customs forms is essential for smooth international mailing. This guide covers USPS customs declaration requirements for documents, explaining when you need a customs form, how to describe and value documents correctly, and step-by-step instructions for completing PS Form 2976 and 2976-A.

When Is a Customs Form Needed for Documents?

Not all international document mailings require customs forms:

Customs Form NOT Required

• First Class Mail International letters containing only personal correspondence
• First Class Mail International letters containing only business documents
• Standard postcards
• Documents with no commercial or monetary value

Customs Form Generally Required

• Priority Mail International packages (check current USPS rules for your destination)
• Priority Mail Express International packages
• Many large envelopes (flats), especially thicker ones or those treated as packages—check USPS guidelines or the online customs form tool for your specific mailing
• Packages containing documents
• Documents accompanied by any items with commercial value
• Documents going to countries that require declarations for all mail

Which Customs Form to Use for Documents

When a customs form is required, choose the appropriate one:

For most document shipments, PS Form 2976 (the small green label) is sufficient. Use PS Form 2976-A for Priority Mail International or high-value documents. See our guide: Which USPS Customs Form Do You Need?

Selecting the Contents Category

Customs forms require you to select a category. For documents, choose appropriately:

How to Describe Documents on Customs Forms

Accurate, specific descriptions help customs process your documents quickly:

Good Descriptions (Specific)

• "Business correspondence" or "Business letter"
• "Legal contract" or "Signed agreement"
• "Court documents" or "Legal filing"
• "Personal letter" or "Family correspondence"
• "Financial statements" or "Tax documents"
• "Academic transcript" or "Educational records"
• "Photographs" (specify quantity, e.g., "10 photographs")
• "Notarized documents"
• "Invoice" or "Commercial invoice"

Poor Descriptions (Too Vague)

• "Documents" (too generic)
• "Papers" (uninformative)
• "Stuff" or "Things" (will cause inspection)
• "Important materials" (vague)
• "Miscellaneous" (red flag for customs)

What Value to Declare for Documents

Most documents can be safely declared at $0 or $1 when they have no commercial value. For items with inherent value, declare a reasonable fair market or replacement value, and check destination-country rules if unsure. Here are general guidelines:

Step-by-Step: Completing Customs Forms for Documents

PS Form 2976 (Small Green Label)

1. Contents Category: Check "Documents" box
2. Detailed Description: Write specific description (e.g., "Business contracts - 3 pages")
3. Quantity: Number of documents or sets (e.g., "1" for a letter, "3" for three separate documents)
4. Weight: Weight in ounces or grams
5. Value: "$1" or "$0" for standard documents
6. Country of Origin: "United States" or "USA"
7. Signature and Date: Sign and date the form

PS Form 2976-A (Full Page Form)

1. Sender Information: Complete your name, address, and phone
2. Addressee Information: Complete recipient name and full international address
3. Contents Category: Check "Documents"
4. Item Description Table:
   • Column 1: Detailed description (e.g., "Legal contract")
   • Column 2: Quantity (e.g., "1")
   • Column 3: Weight (e.g., "2 oz")
   • Column 4: Value (e.g., "$1")
   • Column 5: Country of origin ("USA")
5. Total Weight and Value: Sum all items
6. Comments: Add clarifying notes if needed (e.g., "No commercial value - documents only")
7. Certification: Sign, date, and print name

Common Mistakes to Avoid

• Leaving description blank or too vague: Always provide specific descriptions. "Papers" or "Documents" alone is insufficient.
• Declaring high value for standard documents: Do not inflate value thinking it provides more protection. It may trigger duties or delays.
• Selecting "Merchandise" for documents: This category is for goods being sold. Standard documents are usually classified as "Documents," not "Commercial Sample" or "Merchandise."
• Forgetting to sign the form: Unsigned customs forms will be rejected.
• Using outdated forms: Always use current USPS customs forms. Old forms may be rejected.
• Incomplete recipient address: Include full international address with postal code and country name.

Special Cases

Legal Documents Requiring Proof of Mailing

For legal documents where you need proof of mailing:

• Use Priority Mail International (includes tracking)
• Add Registered Mail service for chain-of-custody documentation
• Keep copies of all customs forms
• Save your receipt with tracking number

Confidential Documents

For sensitive business or legal documents:

• Description can be general: "Legal documents" or "Confidential business correspondence"
• You do not need to describe the specific content in detail
• Consider Priority Mail Express International for faster, more secure delivery

Multiple Different Documents

If sending several types of documents:

• List each type separately on the form
• Example: "Business contracts (3), Financial statements (5), Correspondence (2)"
• Total the quantities and values at the bottom

FAQs

Related Guides

• PS Form 2976: Short Customs Form Guide
• PS Form 2976-A: Detailed Customs Form Guide
• Which USPS Customs Form Do You Need?
• Best USPS Service for International Documents
• How to Send First Class Mail International
• How to Send Priority Mail International