How To Fill Out A Yamato Form & More: An Easy Waybill Guide

If you need help filling out a shipping form in Japan, you've come to the right place.

Here, we show you how to fill out a Yamato form and others to send your parcels.

What is a waybill?

A waybill is a document attached to parcels that provides information such as the sender and recipient names, addresses, building name, contact information, and the contents inside.

Yamato and Japan Post Yu-Pack are the two most common waybills in Japan

It is like a passport for your parcel, detailing the shipment's origin, intended route, and destination. 

For domestic shipping, you have to make sure that it is filled out correctly to avoid delays or issues.

Waybills are crucial for tracking and managing deliveries, especially international parcels, as they help with couriers and customs for logistics 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 form): Cash on delivery

Japan Post’s shipping form example

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 Transport 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 services:

• 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. You need to know the tracking number on the respective shipping company's website or tracking tool to follow the status of your shipment in real time.

How do you fill out a waybill in Japan?

How to fill out a Japan Post shipping label

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

How to fill out JapanPost 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.

How to fill out a Yamato form

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

How to fill out Yamato 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.

Pick up a label at a store location.

You can pick up shipping application forms at any Japan Post Office or a Yamato Transport Sales Office. There is no fee; it can be taken anytime the office is open.

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

Schedule a pick-up delivery.

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

International waybill shipping label

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 and international shipping labels

JapanPost does not allow handwritten labels for international shipping. 

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

Yamato Transport (Kuroneko) international shipping labels

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

Frequently asked questions

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.

How do you fill out a chakubarai form?

Start by writing the receiver's postal code, address, name, and phone number. Then, write your (the sender's) information. You are allowed to pick your preferred delivery date. Also, write the package's content, preferably in Japanese. Note: The receiver is responsible for paying the shipping cost with a chakubarai form, which goes directly to the shipping company, not the seller.

Where can I get a Yamato waybill?

You can obtain blank Yamato waybills at their sales office, convenience stores, or TA-Q-BIN Agencies.

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 to your recipient. 

The number one rule is to check the size and weight and ensure that the information is provided in the correct way to avoid delays in processing and delivery.