How to Ship Products Abroad with Meest: A Practical Guide for Businesses

To ship products sold from Ukraine through Meest, an individual entrepreneur (FOP) or company needs to agree on a commercial service covering the eligible product, destination country, route, customs clearance, full delivery cost, and returns. Before accepting payment from a customer, get the carrier’s written offer and establish who will pay import taxes and brokerage fees.

Ukrainian rules apply to exports from Ukraine, while the destination country’s rules apply to imports and sales to the customer. For a first order, it is useful to work through the steps in sequence: check the product, agree on the service, prepare commercial documents, calculate costs, prepare the packaging, and track the shipment until delivery or return.

Which Meest service to choose for a commercial shipment

The Meest brand name alone does not determine the shipping terms. A private parcel shipment, delivery of online store orders, and a separately arranged business shipment may have different acceptance rules, documents, and payment procedures. When contacting Meest, state clearly that you are shipping goods sold by a Ukrainian entrepreneur or company.

On its official E-commerce Export page, Meest International describes delivery of online store orders abroad, support with export and import procedures, tracking, and return solutions. The page lists the following destinations:

These parameters apply to the offers shown. For a specific country, product category, and contract, the account manager must confirm route availability, weight limits, and size restrictions. “Europe” also does not define a tax territory: European Union (EU) rules apply to the relevant EU countries, while import terms for the United Kingdom must be checked separately.

Check the product before promising delivery to the customer

A recommended first step is to prepare a short product description for the account manager and customs broker. State the product’s purpose, material or composition, manufacturer, country of origin, quantity, value, and whether it contains liquids, batteries, or other components that may affect transportation. Include a photo of the product and its manufacturer’s markings if these would help identify the contents clearly.

Article 235 of the Customs Code of Ukraine prohibits sending, among other things, goods that are banned from export and goods without the required permits. Some categories are subject to special restrictions. For example, the rule on food products weighing up to 10 kg in manufacturer packaging applies to the specific shipments by or to individuals defined in that article; it does not confirm that any commercial export of food products is allowed.

In practice, it is useful to divide the checks among the responsible parties:

• The Meest account manager confirms whether the selected service accepts the specific product and what packaging is required.
• The customs broker checks the product code, Ukrainian export restrictions, and clearance procedure.
• The seller, together with the importer or a specialist in the destination country, checks import, labeling, safety, and document requirements.
• The customer confirms they can provide the information needed for import and meet the agreed obligations.

What to check for consumer products in the EU

EU Regulation 2023/988 on general product safety sets requirements for consumer products within its scope. Under Articles 9, 16, and 19, check the product’s identification, manufacturer information, instructions and warnings, and whether there is a responsible economic operator established in the EU. That operator’s role must comply with the law; a random contact address in Europe is not sufficient.

If you are the manufacturer, also check your risk assessment and technical documentation obligations. The distance sales offer must properly present the manufacturer’s details and, for a manufacturer outside the EU, the responsible operator’s details, product identification, and required safety information in a language that is understandable in the relevant market.

Food, medicines, and other excluded categories are subject to separate rules, and products covered by sector-specific regulation require a check of the relevant requirements. Do not order a universal “certificate for Europe”: first identify the product category and the documents required for that category. CE is a conformity marking required under EU legislation for specified product categories. Check the rules for your product category to see whether it is required.

How to submit a request and get a quote you can use for planning

On the Meest E-commerce Export page, the contact forms ask for your surname, first name and patronymic, phone number, email address, and the company’s name and website address. Depending on the form, they also ask for the weight of the parcel batch or the number of parcels per month; there is an option to indicate whether you have or plan to obtain a number in the Import One-Stop Shop (IOSS) system.

For a useful quote, also send the account manager the destination country and postal code, product description, value and currency, number of parcels, actual weight, and external dimensions of each packed box. Ask them to specify the chargeable weight—the weight the carrier will use to calculate the charge—and explain how it is calculated. A large, lightweight box may be rated differently from a compact box with the same actual weight.

It is recommended that you get written answers to these questions:

1. Which legal entity provides the service, what contract does an FOP or company need, and is there a minimum shipment volume?
2. How do you access the account, create shipments, and submit documents? Is separate setup needed for your business?
3. Who handles export clearance in Ukraine and import clearance in the destination country, who acts as the declarant, and who is named as the importer?
4. What is included in the price: acceptance, transportation, delivery to the recipient, customs representation, taxes, insurance, or other services?
5. What extra charges may apply for parcel dimensions, address, storage, data corrections, redelivery, or return?
6. Where do you hand over a commercial parcel, is pickup available, and when does the estimated delivery period start?
7. What should you do in case of loss, damage, customer refusal, or inability to import, and what are the claim deadlines?

The public page describes the service’s capabilities but does not contain all the terms of a specific contract. Keep the offer with its validity period and original shipment details. If the product, address, weight, or packaging changes, ask for an updated quote before shipping.

What documents to prepare for the sale and customs

For a working set of documents, it is advisable to gather the order confirmation, commercial invoice, proof of payment, transport document, and any product documents required for the chosen route. Agree on the final list, language, format, and number of copies with the account manager and customs broker.

The commercial invoice should state the seller and buyer, document number and date, a clear description of each item, quantity, unit price, total amount, and currency. Separately agree how to show delivery, discounts, country of origin, and product codes. Use the Ukrainian Classification of Goods for Foreign Economic Activity (UKT ZED) for classification; check the code for import clearance with a customs broker in the destination country.

Instead of a general description such as “accessories,” provide details that identify the product—for example, “cotton textile shopping bag, no electronic components.” This is an illustrative description; the composition and purpose in your documents must match the actual product. The country of origin is also determined by the product and applicable origin rules, not just the Ukrainian seller’s address.

A sold order must be declared as a commercial product. Do not label it as a gift or understate its value. If the customer received a discount, keep the order and payment confirmation to explain the actual sale amount. The agreed information must match across the invoice, carrier request, and customs details.

When export may be handled through an additional register

Part 12 of Article 236 of the Customs Code of Ukraine allows goods belonging to businesses to be placed under the export customs procedure by submitting an additional register through a postal operator or express carrier. The total customs value of the goods must not exceed the equivalent of EUR 1,000; the goods must be sent outside Ukraine in international postal or express shipments; and they must not be subject to export duty or export restrictions under Article 197 of the Code.

All these conditions must be checked together. Before handing over the parcel, ask whether the selected service uses this procedure for your product and what documents you will receive after clearance. If the conditions are not met, the customs broker must determine another appropriate declaration procedure. A value of up to EUR 1,000 alone is not enough to select this procedure.

How to distinguish a zero value-added tax (VAT) rate from an export that is outside the scope of VAT

For a value-added tax (VAT) payer, subparagraph 195.1.1 of the Tax Code of Ukraine links the zero rate on exports to proper confirmation of export by a customs declaration completed in accordance with customs legislation. At the same time, subparagraph 196.1.16 states that exporting goods with a customs value not exceeding the equivalent of EUR 150 is not subject to VAT.

Before the first shipment, give the invoice and agreed declaration procedure to your accountant so they can determine how to record the transaction and what supporting documents are needed. An accounting delivery note, carrier receipt, or tracking status alone does not confirm eligibility for the zero rate. A non-VAT payer should also keep sales and export documents, but zero-rate rules do not create a separate tax benefit for them.

Who pays import VAT, customs duty, and brokerage fees

Meest states that, depending on the country, taxes and customs charges may be collected from either the sender or recipient. The carrier’s offer and the terms presented to the customer should therefore specify who pays each charge. Separately establish who is the importer and who represents them at customs: payment for delivery does not answer these questions by itself.

Import One-Stop Shop (IOSS) applies to specified distance sales of imported goods to customers in the EU in consignments with an intrinsic value not exceeding EUR 150; excise goods are excluded from the scheme. It allows VAT to be collected at the time of sale and the related tax obligations to be met through the system. IOSS is not a general tax exemption and does not apply to every country or every shipment.

If a marketplace processes the sale, check whether it is the party collecting VAT under this scheme and how the relevant data must be sent to the carrier. The account manager must confirm that this arrangement is supported on your route. If IOSS is not used, agree on another way to pay import VAT and the cost of clearance so the customer understands the terms before paying.

Why a parcel worth up to EUR 150 sent to the EU may be subject to customs duty

Articles 1–2 of EU Council Regulation 2026/382 abolished the general relief from import duties for low-value consignments and introduced, for the period from 1 July 2026 to 1 July 2028, a temporary EUR 3 duty per tariff item for specified consignments with an intrinsic value of up to and including EUR 150. The conditions for this rate cover imports using IOSS or goods in postal consignments as defined by the relevant EU legislation. Other consignments without IOSS may be subject to the standard customs tariff.

For delivery through Meest, you therefore need to establish the legal category of the specific shipment and the import declaration method. Do not automatically add EUR 3 to every Meest box. According to the European Commission’s guidance, the calculation of this rate is linked to tariff subheadings. The Commission’s example: five T-shirts in the same relevant category incur EUR 3, while a T-shirt and a watch incur EUR 6.

Preferential origin also requires a separate check. The Commission explains that relevant preferences may be applied if IOSS is not used and a complete H1 import customs declaration is submitted. Ukrainian origin alone does not confirm that all conditions are met. Ask the customs broker to compare the available procedures, taking into account proof of origin, duty, and the cost of their services. Import VAT and customs clearance fees remain separate cost components.

According to the European Commission’s notice, from 1 November 2026, Product Identifiers (PIDs) become mandatory for the relevant distance sales of imported goods. Before shipping, agree with the customs broker and Meest which identifiers are required for your product and how to provide them for import declaration.

How to calculate the economics of a single order

It is recommended that you calculate costs using the same scenario you offer the customer: including delivery, charges paid by the seller, and a possible return. If the customer pays some import charges, explain this before they place the order. In your own calculation, separate tax collected from the customer from the money that remains with the seller.

Illustrative numerical example; this is not a Meest rate. Suppose the seller receives EUR 80 for the product, excluding taxes that must be remitted to the budget, and pays the delivery cost. For planning, assume an exchange rate of UAH 46 per euro for all currency amounts. This is not an official rate for customs or tax accounting.

The UAH 900 balance in this example still needs to be assessed after taking into account the business’s own taxes and other costs not included in the table. The UAH 150 reserve is a planning assumption and may not cover the actual cost of a return. After a test shipment, replace estimates with invoices and actual receipts, and calculate the customer refusal scenario separately.

How to pack, hand over, and track a parcel

The following sequence is a practical recommendation; obtain the specific packaging and labeling requirements for the Meest service you have agreed on.

1. Check the order contents. Verify item numbers, sizes, colors, and quantities against the order and invoice. Record the condition of the product before packing.
2. Protect the contents. Choose a box suited to the product, protect fragile parts, and fill empty spaces so items cannot move. For special categories, use packaging approved by the carrier.
3. Measure the box again. Record the weight and external dimensions after final packing. If they differ from the shipment request, update the details and quote.
4. Check the label. Verify the recipient’s name, address, postal code, country, and contact details. Remove old shipping labels from any reused box.
5. Include the documents. Place them where agreed and send electronic copies to the relevant parties handling clearance.
6. Hand over the parcel as agreed. Keep proof of acceptance, the tracking number, and the final shipment details.
7. Notify the customer. Send the tracking number, the agreed delivery estimate, and an explanation of who responds to customs requests and pays extra charges.

Meest describes online tracking and coordination with carriers that deliver parcels to recipients. For your route, check where all stages are visible and what proof of delivery is available. Assign an employee to monitor delays and document requests, and set an internal response deadline so the parcel does not wait because a message was missed.

How to handle refusals and returns

Before shipping, agree with Meest on the return address, how long an undelivered parcel will be held, the redelivery procedure, and the cost of return transport. Separately check what customs documents will be needed when the goods are returned to Ukraine. Do not promise customers free returns until you have calculated this scenario and set its terms.

If you direct your sales to consumers in the EU, check the applicable national rules implementing Directive 2011/83/EU, Articles 6, 9–14, and 16. For an ordinary distance sale of goods, it provides a right of withdrawal within 14 days from the day the customer, or a third party designated by the customer other than the carrier, physically receives the goods. Under Article 9(2)(b), if goods under one order are delivered separately, the period runs from receipt of the last good; if a good is delivered in several lots or pieces, it runs from receipt of the last lot or piece; and if the contract provides for regular delivery of goods over a defined period, it runs from receipt of the first good.

Under Article 10, if the seller has not provided the required information about the right of withdrawal, the period expires 12 months after the end of the initial 14-day period. If the seller provides that information within 12 months from the day the goods are received, as determined under Article 9(2)(b), the period expires 14 days after the customer receives the information. Those 12 months for providing the information are counted from that relevant day of receipt.

Keep proof of delivery and of providing the information to the customer so you can determine the period under the rules of the destination country.

Your store’s terms should explain how a customer gives notice of withdrawal and where they should return the product. Under Articles 13–14 of the Directive, the seller refunds the customer within 14 days of being notified of the withdrawal, including the cost of standard initial delivery but excluding any extra cost for a more expensive delivery method chosen by the customer. If the seller did not offer to collect the product, they may withhold the refund until they receive the product or proof that it has been sent back, whichever happens first.

The customer must send the product back within 14 days of giving notice of withdrawal unless the seller offered to collect it. The direct cost of return is borne by the customer only if the seller informed them of this before the contract was concluded and did not agree to pay for the return. For sales through an online interface, also check national requirements for a contract withdrawal function under Article 11a.

Exceptions include genuinely personalized products, goods that deteriorate quickly, and certain unsealed hygiene products. Handmade goods or products made to order do not qualify for an exception by themselves. Exceptions to the right of withdrawal also do not cancel the customer’s rights regarding defective goods.

If a customer refuses a parcel, record the reason, ask the carrier about the available options, and calculate the cost of each before giving instructions. Keep correspondence, invoices, and return transport documents. Track the refund to the customer separately from the return of the physical product so you maintain control of both transactions.

Managing inventory and international sales in Torgsoft

Before preparing an order in Torgsoft, you can check the recorded stock balance, item number, size, price, and cost in the “Склад — Стан складу” (Warehouse — Stock status) form. It is useful to check these details against the invoice before packing and save the UKT ZED code agreed with the customs broker in the designated product card field.

In the “Реалізація” (Sales) form, you can add a comment and attach document files. To manually link a sale to a delivery, it is recommended that you record the order number and tracking number in the comment and attach the invoice and carrier documents to the sale. An employee must update delivery details manually; this method does not provide automatic data exchange with Meest. A stock entry and sales document also do not replace proper customs confirmation of export.

Before configuring the system, check the features of your Torgsoft license. “Старт” (Start) has limitations related to online stores, multiple inventory centers, wholesale trade, and issuing invoices. Choose a compatible configuration for your use case; remote locations working over the internet with a single central server database require the terminal format.

Checklist for your first commercial shipment

• The account manager has confirmed in writing that the specific product, destination country, route, weight, dimensions, and price are accepted.
• The seller has checked product requirements and customer information for the chosen market.
• The parties have identified the exporter, importer, declarant, and the parties responsible for taxes and brokerage fees.
• The customs broker has agreed on the code, customs procedure, and document set; the accountant has determined what supporting documents are needed.
• Before payment, the customer has received the delivery, import charge, refusal, and return terms.
• An employee has checked the product against the invoice and verified the packed weight, dimensions, label, and address.
• After handover, proof of acceptance and the tracking number have been saved, and someone has been assigned to handle customs requests.
• After delivery or return, the seller has reconciled the payment, fees, carrier invoice, taxes, stock balance, and actual order result.