How to Complete a Waybill

Step-by-step guide to completing your courier waybill correctly

What Is a Waybill?

A waybill is the contract of carriage between the shipper and ICExpress. It contains all the essential information about your shipment – who is sending it, where it is going, what it contains, and how it should be handled. When you book a shipment with ICExpress, your waybill is generated electronically through our booking system, ensuring accuracy and allowing real-time tracking from the moment of collection.

Electronic Waybills: ICExpress uses electronic waybills generated automatically when you place a booking online or through our customer portal. This eliminates handwriting errors and ensures your shipment data is captured accurately in our system from the start.

Domestic Waybill Fields

The domestic waybill is used for all shipments travelling within South Africa. Below is an example of the ICExpress domestic waybill layout:

ICExpress domestic courier waybill example

Sender Details

Enter the full name, company name (if applicable), physical address, suburb, city, postal code, contact telephone number, and email address of the person or business dispatching the shipment. This information is essential for collection scheduling and return-to-sender scenarios.

Receiver Details

Provide the complete recipient information including full name, company name, physical delivery address (not a P.O. Box for courier delivery), suburb, city, postal code, and a valid contact number. The contact number is critical – our driver will call the receiver if they cannot locate the address.

Parcel Dimensions & Weight

Record the number of pieces, the actual weight in kilograms, and the dimensions (length × width × height in centimetres) of each piece. ICExpress charges based on the greater of the actual weight or the volumetric (dimensional) weight, so accurate measurements are essential to avoid billing adjustments.

Service Type & Insurance

Select the appropriate service level for your shipment – overnight express, economy road freight, or same-day where available. If your goods require cover, indicate that you want Goods in Transit (GIT) insurance and declare the full replacement value of the contents. Without insurance, goods travel at the owner’s risk.

International Waybill Fields

The international waybill includes all the domestic fields plus additional customs-related information required for cross-border and airfreight shipments:

ICExpress international courier waybill example

Customs Information

For international shipments, you must provide a detailed commodity description that clearly states what the goods are, their material composition, and intended use. Avoid vague descriptions such as “parts” or “samples” – customs authorities require specificity. Include the HS/tariff code if known, as this speeds up clearance significantly.

Declared Value & Currency

Declare the true commercial value of your goods in the appropriate currency. This value is used by customs to calculate import duties and taxes at the destination. Undervaluing goods is a customs offence and can result in penalties, shipment seizure, or prosecution. If the shipment is a gift or has no commercial value, state the replacement value and mark accordingly.

Tips for Accuracy

Double-check all addresses – incorrect postcodes are the number one cause of delivery delays
Always provide a mobile number for both sender and receiver
Weigh and measure your parcels before booking – estimates lead to billing corrections
Describe contents accurately – “electronic components” is better than “goods”
Declare insurance value at the time of booking – it cannot be added retrospectively
For international shipments, attach a commercial invoice to the outside of the parcel

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