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

Knowing how to fill out a Yamato form is essential for anyone sending parcels in Japan.

Yamato Transport (ヤマト運輸, Yamato Unyu), also known as Kuroneko Yamato, operates Japan's most widely used door-to-door delivery service, TA-Q-BIN (宅急便, takkyubin).

The standard TA-Q-BIN waybill covers parcels from Size 60 up to Size 200, meaning a combined length, width, and height of up to 200 cm and a maximum weight of 30 kg. Japan Post's Yu-Pack (ゆうパック) is the other major option, accepting parcels up to 170 cm and 25 kg.

This guide covers how to fill out both waybill forms step by step, where to get them, the different service types, and how to handle international shipping labels.

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

Yamato vs. Japan Post comparison table

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 is for their TA-Q-BIN (宅急便) service.

This form covers parcels from Size 60 to Size 200, where the size number represents the total of a parcel's length, width, and height in centimeters.

For example, a Size 60 parcel has a combined measurement of up to 60 cm, while Size 200 is the maximum at 200 cm combined with a weight limit of 30 kg. Each TA-Q-BIN parcel is insured up to 300,000 yen.

Yamato Transport waybill form example

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

• Refrigerated 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 date 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 a Yamato TA-Q-BIN waybill at a Japanese convenience store. Locations that stock Yamato waybills include 7-Eleven, FamilyMart, NewDays, Daily Yamazaki, and Poplar. Note that when sending a parcel from a convenience store, the size must be Size 160 or smaller. There are no fees for picking up waybills.

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

How do I fill out a Yamato TA-Q-BIN waybill form?

To fill out a Yamato TA-Q-BIN waybill, write the recipient's postal code, address, building name, room number, full name, and phone number in the delivery address section (お届け先, otodoke-saki). Then write your own address and name in the sender section (ご依頼主, go-irainin-nushi). Write the parcel contents in Japanese in the 品名 (hinmei) field. You can also specify an optional delivery date and time slot. A staff member at the Yamato sales office or convenience store will complete the size, weight, and fee fields.

Where can I get a Yamato TA-Q-BIN waybill application form?

You can pick up a blank Yamato TA-Q-BIN waybill at any Yamato Transport sales office, a TA-Q-BIN agency, or at convenience stores including 7-Eleven, FamilyMart, NewDays, Daily Yamazaki, and Poplar. There is no fee for waybills. If you request a home pickup, the Yamato driver will bring the waybill to your door. Note that convenience store drop-offs are only accepted for parcels of Size 160 or smaller.

What is the difference between a Yamato waybill and a Japan Post Yu-Pack label?

A Yamato TA-Q-BIN waybill covers parcels from Size 60 to Size 200 (combined length, width, and height up to 200 cm, maximum 30 kg). A Japan Post Yu-Pack label covers parcels up to 170 cm combined and up to 25 kg. Yamato waybills can be written in English and are available with English sub-labels on the form. Japan Post standard waybills are in Japanese only. For international shipping, Yamato allows handwritten waybills while Japan Post requires an electronic label printed from their website.

What is a chakubarai (着払い) form in Japan?

A chakubarai (着払い) form is a cash-on-delivery waybill where the recipient pays the shipping cost upon delivery rather than the sender. To fill it out, write the recipient's postal code, address, name, and phone number first, then add your own information as the sender. You can select a preferred delivery date. Both Yamato and Japan Post offer chakubarai service, but each requires a special dedicated waybill form that is separate from the standard prepaid form.

Is a waybill number the same as a tracking number?

A waybill number functions as a tracking number that you can use on the carrier's website to follow your parcel's status and location in real time. For Yamato TA-Q-BIN, enter the number at the Kuroneko Yamato tracking website. For Japan Post Yu-Pack, use the Japan Post tracking system. If a parcel is transferred to a different courier during delivery, the original waybill number may be replaced or supplemented by a new tracking number from the second carrier.

How do I send luggage to a hotel in Japan using Yamato TA-Q-BIN?

Fill out a standard TA-Q-BIN waybill with the hotel's name and full address as the delivery destination. Write the guest name as it appears on the reservation in the recipient name field. Include your check-in date in the preferred delivery date section to ensure the luggage arrives before you do. Yamato's Airport TA-Q-BIN service allows you to send bags from the airport directly to your hotel or vice versa.

Can I fill out a Yamato waybill in English?

Yes. Yamato Transport confirms that TA-Q-BIN waybills can be written in English, and most standard waybill forms include English translations beneath the Japanese fields. Yamato also allows handwritten waybills for international shipping, and has published a visual guide to help non-Japanese speakers complete the form correctly. Japan Post does not allow handwritten labels for international shipping and requires senders to complete an electronic label on their website.

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 internationally, 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.