Filling Out A Waybill in Japan: What to Know & How to Use

Need help filling out the shipping label in Japan? You’ve come to the right place.

Here, we show you how to fill out the waybill to send your parcels.

What is a waybill?

The two most common waybill forms in Japan

A waybill is a document attached to parcels that provides information such as the sender’s and recipient's names, addresses, contact information, and the contents inside. It is like a passport for your parcel, detailing the shipment's origin, intended route, and destination. 

Waybills are crucial for tracking and managing deliveries, especially international parcels, as they help with couriers and customs for processing and clearance purposes.

Waybill examples

There are many waybill examples. The most common ones are the:

• Regular forms: which will be discussed in this article

• 着払い form (chakubarai in English): Cash on delivery

Japan Post’s waybill

Japan Post’s waybill is mainly for their Yu-Pack, which categorizes parcels up to 170 cm and 25 kg in total weight.

Most common waybill labels for Japan Post.

Their YuPack label can be used for:

• Same-Day Delivery

• ‎Weighted Yu-Pack: packages weighing over 25kg and up to 30kg can be delivered.

• Refrigerated Yu-Pack: parcels that should be refrigerated from acceptance to delivery.

Japan Post also has other waybill forms to fill out depending on what you are sending:

• Airport Yu-Pack: Send heavy suitcases and bulky carry-on bags to the airport.

• Ski Yu-Pack: Send ski equipment and baggage to ski resorts.

• Golf Yu-Pack: Send golf equipment and baggage to golf courses.

Japan Post has special instructions for international shipping.

Yamato Transport (Kuroneko)

The most common Yamato waybill example is for their TA-Q-BIN service. This Yamato form is for parcels between sizes 60 and 200.

Yamato Takkyuubinn waybill form example

The TA-Q-BIN form can be used for:

• Refridged items: check 冷凍 frozen or 冷蔵 means chilled items.

• Luggage transport to the airport: fill in your flight information, such as the airport name and location, terminal, wing, flight number, and departure time.

• Sending luggage to hotels: fill out your hotel accommodation information such as the hotel’s name and address.

• Sending ski equipment: fill out with the ski’s name and address. Write the parcel content and circle “スキー” on the form.

• Sending golf equipment: fill out with the golf course’s name and address. Write the reservation fate for the course, parcel contents, number of clubs, and circle “ゴルフ."

Additionally, Yamato has other waybill forms for different purposes:

• TA-Q-BIN Time Service Waybill: parcels will be delivered by 10:00 am the following morning

• International TA-Q-BIN: for overseas parcels

• TA-Q-BIN Compact: For parcels smaller than Size 60

What is a waybill number?

A waybill number is a tracking number. It allows you to track your parcels as they are being delivered.

How do you fill out a waybill in Japan?

Filling out a Japan Post waybill form

Here is a translated version of what you, the sender, should fill out for a Japan Post waybill form.

The staff will fill out the other information at the post office, such as the parcel size and weight.

After confirming everything, you will pay the fee.

Filling out a Yamato waybill form

Most waybills from Yamato have English underneath the Japanese. But here are more translated items in the waybill form.

A staff member will fill out the rest of the form. 

Where to get a waybill?

There are two ways to get a waybill.

Physical location

A waybill can be obtained at any Japan Post office or a Yamato Transport Sales Office. There is no fee, and it can be taken anytime the office is open.

You can also pick up or fill out a Yamato’s TA-Q-BIN waybill form at a Japanese convenience store.

Pick-up for delivery

When you schedule a parcel delivery via pickup, the driver will bring the waybill form and fill it out.

International waybill

International waybills are a little more complicated to fill out as you must adhere to the country’s specific customs regarding imported goods.

Japan Post

Japanese does not allow handwritten labels for international shipping. 

Instead, you will need to fill out and print the electronic label.

Yamato Transport (Kuroneko)

Yamato does allow handwritten waybills for international shipping. They have created a visual guide to help you out.

Kuroneko’s international waybill form filled out

FAQ

Is a waybill number a tracking number?

A waybill number can act as a tracking number that customers can use to check the status and location of their shipment through the carrier's tracking system. If the parcel is handed over to another courier, the original number might be replaced or supplemented by a new tracking number specific to the new courier's system.

In closing

Knowing how to fill out a waybill form eases the stress of sending your package to its destination. Whether you send items domestically or intentionally, waybills are key to smooth delivery.