Shipping packages from Indonesia to Japan is one of the most common international shipping routes from Surabaya. Whether you’re sending care packages to family working in Japan, shipping products for your business, moving personal belongings, or sending gifts to friends, understanding the Japan shipping process helps ensure smooth delivery and avoid costly mistakes.
This comprehensive guide covers everything you need to know about shipping from Indonesia to Japan, including costs, customs regulations, prohibited items, documentation requirements, and practical tips for successful delivery.
Why People Ship from Indonesia to Japan
The Indonesia-Japan shipping corridor serves diverse needs:
Indonesian workers in Japan (TKI): Approximately 60,000 Indonesian workers live in Japan under various work programs. Families regularly send care packages, clothing, food items, and personal necessities to loved ones abroad.
Students: Thousands of Indonesian students study at Japanese universities. Parents send seasonal clothing, Indonesian snacks, personal items, and documents. Students also ship belongings home during breaks or after graduation.
Businesses: Indonesian companies export electronics, textiles, food products, handicrafts, and manufacturing components to Japanese buyers. The strong trade relationship between Indonesia and Japan creates consistent business shipping needs.
Expats and tourists: Japanese expats living in Surabaya ship souvenirs, local products, and purchases back home. Tourists often discover they’ve bought more than they can carry and need shipping solutions.
Online sellers: E-commerce has expanded Indonesian sellers’ access to Japanese customers, creating demand for reliable small-package shipping to Japan.
Understanding your shipping purpose helps you choose the right service level, prepare appropriate documentation, and budget accurately.
Understanding Japan’s Strict Customs Regulations
Japan maintains rigorous customs controls to protect public health, safety, and domestic industries. Understanding these regulations prevents shipment delays, rejections, or confiscation.
Japan’s Customs Philosophy
Japanese customs prioritizes:
Biosecurity: Strict quarantine laws prevent introduction of pests, diseases, and invasive species. Agricultural products face particularly stringent inspection.
Product safety: Consumer protection laws require certain products to meet Japanese safety standards before import.
Accurate documentation: Japan values precision and completeness. Vague or inconsistent documentation causes delays.
Tax collection: Japan efficiently collects consumption tax and customs duties. Undervalued shipments attract investigation.
Prohibited item enforcement: Counterfeits, certain medications, and restricted materials are actively screened and seized.
What This Means for Shippers
Be precise: Detailed, accurate product descriptions are essential. Vague declarations like “miscellaneous items” will delay your shipment.
Follow rules exactly: Japan doesn’t have much flexibility for “close enough.” If documentation says one thing but package contains another, expect problems.
Plan for inspection: Random inspections are common. Allow extra time in your shipping timeline.
Value items accurately: Never undervalue to reduce recipient’s duties. Japanese customs has sophisticated verification systems.
What You Can Ship to Japan
Most consumer goods can ship to Japan with proper documentation, but understanding categories helps plan your shipment:
Generally Permitted Items
Clothing and textiles:
- New or used clothing
- Shoes and accessories
- Fabric and materials
- Traditional Indonesian batik (popular gift item)
Electronics (with considerations):
- Smartphones and tablets
- Laptops and computers
- Cameras and accessories
- Gaming devices
- Audio equipment
Note: See our Electronics Shipping Guide for battery regulations and packaging requirements.
Books and media:
- Books in any language
- Magazines and newspapers
- Educational materials
- DVDs and CDs (personal use)
Personal care items:
- Cosmetics and toiletries (under certain limits)
- Soap and shampoo
- Personal hygiene products
Household items:
- Kitchenware
- Decorative items
- Linens and towels
- Non-electrical home goods
Handicrafts and souvenirs:
- Wood carvings (treated/processed wood)
- Batik and textiles
- Pottery and ceramics
- Traditional Indonesian crafts
Stationery and office supplies:
- Pens, paper, notebooks
- Art supplies
- Office equipment
Sports equipment:
- Clothing and shoes
- Non-weapon sporting goods
- Fitness accessories
Items Requiring Special Permits or Restrictions
Food products (highly regulated):
Japan’s Ministry of Health, Labour and Welfare (MHLW) strictly controls food imports:
Commercial food imports require:
- Import notification to MHLW
- Food sanitation inspection
- Compliance with Japanese food safety standards
- Proper labeling in Japanese (for commercial sales)
Personal food items (small quantities for personal consumption):
- Generally allowed in small amounts
- Must be commercially packaged and sealed
- Some items prohibited regardless of quantity (see below)
- No homemade or home-packaged foods
Permitted foods in small quantities:
- Commercially packaged Indonesian snacks
- Instant noodles and instant foods
- Cookies and crackers (sealed packages)
- Dried goods
- Canned foods (properly sealed)
- Tea and coffee (commercial packaging)
Foods requiring extra scrutiny:
- Meat products (most prohibited – see below)
- Dairy products (limited types allowed)
- Fresh fruits (generally prohibited)
- Honey and bee products
Medicines and supplements:
Japan regulates medicines strictly:
Prescription medications:
- Personal supply allowed (typically up to 2 months)
- Prescription from doctor required
- Some medications banned in Japan even with prescription
- Yakkan Shoumei (import certificate) required for certain drugs
Over-the-counter medications:
- Limited quantities for personal use
- Must be in original packaging
- Some common medications elsewhere are prescription-only or banned in Japan
Supplements and vitamins:
- Small quantities for personal use generally allowed
- Must not contain prohibited substances
- Labeling in Japanese preferred
Important: Check Japan Customs and MHLW websites for specific medication restrictions before shipping.
Cosmetics:
- Small quantities for personal use: generally allowed
- Commercial quantities: require notification to MHLW
- Must meet Japanese safety standards
- No homemade cosmetics
Used items:
- Generally allowed but must be clean
- Japan values cleanliness – dirty items may be rejected
- Used electronics should be functional
- Heavily used items may face additional inspection
What You CANNOT Ship to Japan
Understanding prohibited items prevents shipment seizure, fines, and legal complications:
Absolutely Prohibited Items
Narcotics and illegal drugs:
- Cannabis and marijuana products (even CBD oils in many cases)
- Stimulants and amphetamines
- Opium and opioid derivatives (unless prescribed and approved)
- Hallucinogens
- Cocaine and crack
Weapons and explosives:
- Firearms and ammunition
- Swords and blades over certain length
- Explosives and fireworks
- Pepper spray and tear gas
- Stun guns and tasers
Counterfeit goods:
- Fake designer products
- Pirated media (movies, music, software)
- Counterfeit currency
- Fake documents
Obscene materials:
- Pornographic materials
- Child exploitation materials (severe criminal penalties)
Certain plant and animal products:
- Ivory and elephant products
- Turtle shell products
- Certain furs and animal skins
- Plants with soil attached
- Fresh fruits and vegetables
Heavily Restricted Items
Meat and meat products:
Japan prohibits most meat products to prevent disease introduction:
Generally prohibited:
- Fresh, frozen, or dried meat (beef, pork, chicken, lamb, etc.)
- Processed meats (sausages, salami, jerky, ham)
- Meat extracts and bouillon containing meat
- Pet food containing meat
Limited exceptions:
- Heat-processed canned meat from approved countries (must meet specific standards)
- Very small amounts for personal use may be considered case-by-case
Rice and rice products:
- Rice imports restricted for agricultural protection
- Small quantities for personal use sometimes allowed
- Subject to inspection and approval
Dairy products:
- Milk and cream (fresh/frozen mostly prohibited)
- Some packaged dairy allowed in small quantities
- Cheese varies by type and origin
Tobacco products:
- Limit: 400 cigarettes, 100 cigars, or 500g tobacco per person
- Exceeding limits incurs taxes
- E-cigarettes containing nicotine restricted
Alcohol:
- Personal import limit: 3 bottles (760ml each)
- Exceeding limits requires payment of alcohol tax and consumption tax
- Commercial imports require licenses
High-value items:
- Items over ¥200,000 (~$1,800 USD) may require special procedures
- Jewelry and precious metals face scrutiny
- Large cash amounts must be declared
Items Needing Certificates or Approvals
Live animals and plants:
- Require quarantine certificates
- Pet import extremely complex (quarantine period required)
- Plant materials need phytosanitary certificates
Pharmaceuticals beyond personal use:
- Require import licenses
- Must meet Japanese pharmaceutical standards
Radio transmitters:
- Wifi devices, Bluetooth equipment, cell phones
- Must meet Japan’s radio wave regulations (TELEC certification)
- Personal electronics usually exempt, commercial imports need certification
Food for commercial sale:
- Requires import notification
- Laboratory testing may be required
- Labeling must comply with Japanese food labeling laws
Shipping Methods and Costs
Several options exist for shipping from Indonesia to Japan, each with different speed, cost, and tracking capabilities:
International Courier Services
The most common choice for packages from Indonesia to Japan:
Major carriers (FedEx, DHL, UPS):
Express Service (3-5 business days):
- Door-to-door delivery
- Full tracking
- Customs clearance included
- Insurance available
- Signature confirmation
- Best for time-sensitive or valuable items
Economy Service (7-10 business days):
- Door-to-door delivery
- Full tracking
- Lower cost than express
- Suitable for non-urgent shipments
- Good for regular, established routes
Sample costs from Surabaya to Tokyo (approximate, varies by exact weight/dimensions):
1kg package:
- Express: Rp 400,000 – 550,000
- Economy: Rp 250,000 – 350,000
5kg package:
- Express: Rp 900,000 – 1,200,000
- Economy: Rp 600,000 – 850,000
10kg package:
- Express: Rp 1,600,000 – 2,100,000
- Economy: Rp 1,100,000 – 1,500,000
20kg package:
- Express: Rp 2,800,000 – 3,600,000
- Economy: Rp 2,000,000 – 2,700,000
These are estimates. Actual costs depend on exact dimensions (dimensional weight), current fuel surcharges, destination within Japan, and service level.
Advantages:
- Reliable and fast
- Professional handling
- Good for valuable items
- Excellent tracking
- Customs expertise
Disadvantages:
- Higher cost than postal service
- Dimensional weight can increase costs significantly
EMS (Express Mail Service) via Pos Indonesia
EMS (International Express Mail):
- Operated through Pos Indonesia
- Partners with Japan Post
- Affordable middle ground between couriers and regular post
Delivery time: 5-8 business days typically
Sample costs:
1kg: Rp 300,000 – 400,000
5kg: Rp 650,000 – 850,000
10kg: Rp 1,200,000 – 1,600,000
20kg: Rp 2,200,000 – 2,900,000
Advantages:
- More affordable than courier services
- Tracking available
- Reliable for Japan route
- Accepts items some couriers won’t
Disadvantages:
- Slower than express couriers
- Less predictable delivery times
- Limited insurance coverage
- Requires visit to post office
Regular Postal Service
Registered Mail (Paket Pos Internasional):
- Slowest but most economical
- Tracking available
- Suitable for non-urgent, low-value items
Delivery time: 2-4 weeks
Advantages:
- Lowest cost
- Wide acceptance of item types
Disadvantages:
- Very slow
- Higher loss/damage risk
- Limited insurance
- Less reliable tracking
Sea Freight
For large shipments (furniture, moving belongings, bulk business shipments):
Less than Container Load (LCL): Your cargo shares container space Full Container Load (FCL): You rent entire container
Delivery time: 4-8 weeks port to port, plus inland transport
Advantages:
- Economical for large volumes
- Can ship items too large/heavy for air
- Good for non-urgent bulk shipments
Disadvantages:
- Very slow
- Complex logistics
- Additional fees (port handling, customs clearance, inland transport)
- Usually requires freight forwarder
When to use: Moving to/from Japan, large business shipments, furniture, bulk inventory.
Choosing the Right Method
Use express courier when:
- Time-sensitive (gifts for specific dates, urgent documents)
- High-value items needing security
- Electronics or fragile items
- Business shipments requiring reliability
Use EMS when:
- Moderate urgency (not critical timing)
- Budget-conscious but want tracking
- Standard personal packages
- Items under 20kg
Use regular post when:
- Non-urgent items
- Very low value items
- Maximum budget constraint
- Willing to accept longer timeline
Use sea freight when:
- Moving household goods
- Bulk business inventory
- Large/heavy items
- Cost more important than speed
For most personal packages from Surabaya to Japan, EMS or economy courier service offers the best balance of cost, speed, and reliability.
Required Documentation for Shipping to Japan
Proper documentation ensures smooth customs clearance in Japan:
Commercial Invoice (CN22/CN23)
What it is: Detailed declaration of package contents and value.
Required information:
Sender details:
- Your full name
- Complete Surabaya address
- Phone number
- Email
Recipient details:
- Recipient’s full name (in Roman letters)
- Complete Japanese address with postal code
- Phone number
- Email if available
Package contents:
- Detailed description of each item in English
- Quantity of each item
- Unit value in USD or JPY
- Total value per item type
- Country of origin for each item
- Reason for export (gift, sale, personal effects, sample, etc.)
Example of proper description:
- ❌ Wrong: “Clothing items”
- ✅ Right: “Men’s cotton t-shirt, blue, size L, made in Indonesia, used”
Total package value:
- Sum of all items
- Include accurate market value
- Never undervalue (invites investigation)
Signature and date
Number of copies needed:
- 3-4 copies recommended
- One stays with carrier
- One goes on outside of package
- One inside package
- One for your records
Detailed Packing List
Especially important for business shipments or multiple items:
Contents:
- List of all items
- Quantity and description
- Weight of items
- Organized clearly
Purpose: Helps Japanese customs verify contents match invoice.
Additional Documents Based on Contents
For food products:
- BPOM certificate (Indonesian FDA approval)
- Ingredient list in English
- Halal certificate (if applicable and beneficial)
- Production date and expiration date
- Certificate of free sale (proves product legally sold in Indonesia)
For medicines:
- Prescription (for prescription medications)
- Yakkan Shoumei (import certificate) for controlled substances
- Doctor’s letter explaining medical necessity
For used electronics:
- Purchase receipt or proof of ownership
- Declaration that item is used
- Serial numbers
For commercial shipments:
- Certificate of Origin from Indonesian Chamber of Commerce (for duty benefits)
- Product certifications (PSE mark for electronics, etc.)
- Business registration documents
For valuable items:
- Appraisal or valuation certificate
- Proof of purchase
- Insurance documentation
Understanding Japan’s Import Duties and Taxes
Recipients in Japan typically pay import duties and consumption tax:
Consumption Tax
Rate: 10% (as of 2025)
Applied to: Customs value + shipping cost + any duties
Example:
- Item value: ¥15,000
- Shipping: ¥3,000
- Duty (if any): ¥1,500
- Taxable amount: ¥19,500
- Consumption tax (10%): ¥1,950
Customs Duties
Duty-free threshold: Items valued under ¥10,000 JPY (~$90 USD) generally exempt from duties and consumption tax (for personal imports).
Duty rates vary by product:
- Many electronics: 0%
- Clothing: 7-12% typically
- Leather goods: 8-16%
- Cosmetics: 0%
- Books: 0%
How duties are calculated:
- Based on CIF value (Cost + Insurance + Freight)
- Different products have different tariff classifications
- Rates change periodically
Certificate of Origin benefits:
Indonesia and Japan have trade agreements that may reduce duties:
- ASEAN-Japan EPA (Economic Partnership Agreement)
- RCEP (Regional Comprehensive Economic Partnership)
For commercial shipments, Certificate of Origin from Indonesian Chamber of Commerce may qualify for preferential duty rates.
Who Pays?
Standard practice: Recipient in Japan pays duties and consumption tax before receiving package.
DDP (Delivery Duty Paid) option: Sender pays all fees upfront; recipient receives package with no additional charges. Available through some carriers for additional fee.
Important: Inform recipients about potential duties/taxes to avoid delivery refusal surprises.
Packaging Requirements and Best Practices
Japan values quality and presentation. Proper packaging shows respect and ensures safe arrival:
General Packaging Principles
Sturdy outer box:
- New, clean corrugated cardboard
- Appropriate size (not too large, not too small)
- Strong enough for journey
Adequate cushioning:
- Minimum 5cm padding on all sides
- Bubble wrap for fragile items
- Fill all empty space to prevent shifting
Cleanliness:
- Japan is meticulous about cleanliness
- Boxes should be clean and unstained
- Remove all old labels and markings
- No dirt, damage, or unpleasant odors
Water protection:
- Seal items in plastic bags if moisture-sensitive
- Especially important for electronics, paper goods, food
Secure sealing:
- Quality packing tape on all seams
- “H” taping method (all edges and center seam)
- Multiple layers on bottom seam
Packaging Specific Items
Clothing:
- Fold neatly
- Pack in sealed plastic bags (protects from moisture)
- Minimize box size to reduce dimensional weight
- Vacuum-seal bags for space efficiency (if items won’t be damaged)
Food items:
- Must be in original, sealed commercial packaging
- No homemade or repackaged foods
- Check expiration dates (adequate shelf life remaining)
- Clearly visible labels with ingredients
Electronics:
- See our detailed Electronics Shipping Guide
- Use anti-static packaging if possible
- Original product boxes ideal
- Extra protection for screens and batteries
Fragile items:
- “FRAGILE” labels in English and Japanese (われもの – Kowaremono)
- Individual wrapping for each fragile item
- Double-boxing for very fragile items
- Detailed handling instructions
Documents:
- Waterproof plastic sleeve or envelope
- Rigid backing to prevent bending
- “DOCUMENTS – DO NOT BEND” label
External Package Marking
Required labels:
- Shipping label from carrier
- Commercial invoice (in clear plastic pouch)
- Recipient’s address in clear, large print
Optional but helpful:
- Fragile labels
- This side up arrows
- Handle with care labels
- Japanese language labels if available
Avoid:
- Excessive branding (attracts thieves)
- Indicating valuable contents
- Multiple old labels (remove them)
Customs Clearance Process in Japan
Understanding what happens when your package arrives in Japan:
Step 1: Arrival at Japanese Port
Package arrives at Narita, Haneda, Kansai, or other international gateway.
Step 2: Customs Declaration Review
Japan Customs reviews commercial invoice and customs declaration:
They verify:
- Items match descriptions
- Values appear accurate
- No prohibited items declared
- Documentation complete
Outcomes:
- Green channel (low-risk items): Quick clearance
- Yellow channel (needs review): Additional documentation requested
- Red channel (high-risk): Physical inspection
Step 3: Duty and Tax Assessment
For items over duty-free threshold:
- Customs calculates applicable duties
- Calculates consumption tax
- Carrier contacts recipient with payment amount
- Recipient must pay before delivery
Step 4: Physical Inspection (if selected)
Random or risk-based inspections:
Customs may:
- Open and examine contents
- Verify descriptions accurate
- Check for prohibited items
- Photograph contents
If discrepancies found:
- Further investigation
- Delays
- Possible penalties
- Return to sender or disposal
Step 5: Release and Delivery
Once cleared and any duties paid:
- Package released to carrier
- Final delivery to recipient’s address
- Signature usually required
Typical Timeline
Express courier: 1-2 days customs clearance
EMS: 2-4 days customs clearance
Regular post: 3-7 days customs clearance
Delays occur when:
- Documentation incomplete or unclear
- Prohibited items suspected
- Value verification needed
- Peak periods (Golden Week, year-end)
Common Issues and How to Avoid Them
Learn from common mistakes:
Issue 1: Package Held for Unclear Documentation
Problem: Vague item descriptions or missing information.
Solution:
- Be extremely specific in descriptions
- Include brand names, materials, purposes
- Example: “100% cotton bath towel, white, 70cm x 140cm, made in Indonesia” not “towel”
Issue 2: Recipient Refuses Due to Unexpected Fees
Problem: Recipient surprised by duty/tax charges and refuses delivery.
Solution:
- Inform recipient beforehand about potential charges
- Provide estimate using Japan Customs calculator
- Consider DDP shipping (you pay duties) for gifts
Issue 3: Food Items Rejected
Problem: Meat products, fresh items, or improperly packaged foods seized.
Solution:
- Verify item allowed before shipping
- Only commercially packaged foods
- Include ingredient lists
- Avoid all meat products unless certain they qualify
Issue 4: Package Returns Due to Prohibited Items
Problem: Items discovered that violate Japan’s import rules.
Solution:
- Carefully review prohibited items list
- When uncertain, ask carrier or customs
- Don’t include “extras” without declaring
- Be honest in declarations
Issue 5: Long Delays During Peak Seasons
Problem: Customs backlogs during busy periods.
Solution:
- Avoid shipping during:
- Golden Week (late April-early May)
- Obon (mid-August)
- Year-end/New Year (late December-early January)
- Chinese New Year (affects shipping capacity)
- Allow extra time if shipping during these periods
Issue 6: Damage During Transit
Problem: Inadequate packaging leads to broken items.
Solution:
- Never skimp on packaging materials
- Use new, sturdy boxes
- Adequate cushioning on ALL sides
- Insurance for valuable items
Issue 7: Wrong or Incomplete Address
Problem: Package can’t be delivered due to address errors.
Solution:
- Verify Japanese address format correct
- Include postal code (7 digits)
- Include building/apartment names and numbers
- Phone number essential for delivery coordination
- Double-check address before shipping
Special Considerations for Different Senders
For Families Sending to TKI/Students
Popular items to send:
- Indonesian instant noodles and snacks
- Sambal and spices (check if allowed)
- Traditional fabrics and clothing
- Personal care products preferred from home
- Photos and letters
Tips:
- Group several items in one shipment (more economical)
- Avoid fresh or homemade foods
- Include personal note in plastic sleeve
- Coordinate with recipient on timing
- Ask recipient what they need most
Budget consideration:
- EMS often best value for family packages
- Economy courier good for larger boxes
- Consider timing (avoid peak seasons for lower costs)
For Businesses Exporting to Japan
Required certifications:
- PSE mark (electrical safety) for many electronics
- JIS standards for certain products
- Food business operator registration for food products
- Proper labeling in Japanese for retail items
Best practices:
- Develop relationship with freight forwarder familiar with Japan
- Obtain Certificate of Origin for duty savings
- Maintain consistent documentation standards
- Use proper HS codes
- Consider hiring customs broker in Japan
Volume shipping:
- Negotiate rates with carriers
- Consolidate shipments when possible
- Use account numbers for streamlined processing
For Online Sellers
Key points:
- Clearly communicate to buyers about potential duties
- Fast shipping builds trust (express or EMS)
- Professional packaging creates good impression
- Track all shipments
- Prompt communication about any delays
Popular products from Indonesia to Japan:
- Batik and traditional textiles
- Wooden handicrafts
- Coffee and tea
- Spa and beauty products
- Traditional snacks (properly packaged)
Money-Saving Tips
Reduce shipping costs without compromising quality:
Tip 1: Optimize Packaging Size
Dimensional weight often exceeds actual weight for lightweight items.
Strategy:
- Use smallest box that safely fits items
- Vacuum-seal soft items (clothes, linens)
- Remove excess packaging material
- Custom boxes for regular shipments
Savings: Can reduce costs by 20-40% for light, bulky items.
Tip 2: Consolidate Shipments
Instead of sending multiple small packages, combine into one larger shipment.
Example:
- Five 2kg packages: 5 × Rp 350,000 = Rp 1,750,000
- One 10kg package: Rp 1,200,000
- Savings: Rp 550,000 (31%)
Tip 3: Choose Service Level Strategically
Not every shipment needs express speed.
Use express for:
- Time-sensitive items
- High-value items
- Important documents
Use economy for:
- Non-urgent personal items
- Regular care packages
- Budget shipments
Savings: 30-40% by choosing economy over express.
Tip 4: Avoid Peak Season Surcharges
Higher rates and fuel surcharges during:
- Chinese New Year
- Japanese Golden Week
- Year-end holidays
Strategy: Ship before or after peak periods when possible.
Tip 5: Accurate Declared Value
Don’t overvalue (you pay insurance on declared value).
Declare accurate market value:
- For used items, declare realistic used value
- For new items, declare purchase price
- Neither overvalue nor undervalue
Tip 6: Compare Carrier Rates
Different carriers have different strengths:
- One carrier might be cheaper for small packages
- Another better for large/heavy items
- Rates to different cities in Japan vary
Cakra Express compares multiple carrier options to find best rates for your specific shipment.
Tip 7: Minimize Insurance Costs
Self-insure low-value items (don’t buy insurance for packages under $100-150 value).
Insure high-value items adequately but not excessively.
Tip 8: Regular Shipper Discounts
If shipping to Japan frequently:
- Volume discounts available (typically 15-25% off for regular shippers)
- Account setup streamlines process
- Better rates through shipping partners with carrier relationships
Cultural Considerations
Understanding Japanese customs (social, not legal) improves experience:
Presentation Matters
Japanese culture values:
- Cleanliness and neatness
- Attention to detail
- Quality packaging
Practical application:
- New, clean boxes (not reused boxes with stains)
- Items neatly arranged
- Professional appearance
- Include personal note if gift
Gift-Giving Culture
If sending gifts:
- Wrapping matters (consider having items gift-wrapped)
- Include gift message
- Seasonal appropriateness (certain items for certain occasions)
- Avoid sets of four (unlucky number in Japanese culture)
Communication Style
When coordinating with Japanese recipients:
- Politeness appreciated
- Provide tracking information proactively
- Give advance notice of shipment
- Clear communication about any potential duties
Tracking Your Shipment
Stay informed about your package’s journey:
Tracking Methods
Courier services (FedEx, DHL, UPS):
- Real-time tracking online
- Mobile app notifications
- Email/SMS updates
- Shows every scan point
EMS:
- Track via Pos Indonesia website
- Also track via Japan Post website (once arrives in Japan)
- Less frequent updates than couriers
Regular post:
- Basic tracking (major checkpoints only)
- May not update frequently
What Tracking Tells You
Typical tracking milestones:
- “Shipment picked up” – Collected from sender
- “In transit” – Moving to international gateway
- “Departed Indonesia” – Left Jakarta/Surabaya
- “Arrived in Japan” – Entered Japanese port
- “Customs clearance” – Being processed by Japan Customs
- “Out for delivery” – On truck for final delivery
- “Delivered” – Received by recipient
If tracking shows “Held in customs”:
- May need additional information
- Possible duties/taxes calculation
- Could indicate issue with declaration
- Contact carrier for details
Delivery Timeframes
From Surabaya to major Japanese cities:
To Tokyo (most common destination):
- Express: 3-4 days
- Economy: 7-9 days
- EMS: 5-7 days
To Osaka/Kyoto:
- Express: 3-4 days
- Economy: 7-10 days
- EMS: 6-8 days
To rural areas (Hokkaido, Kyushu countryside, etc.):
- Add 1-2 days to above estimates
- Possible remote area surcharges
Factors affecting speed:
- Customs clearance time
- Destination distance from main hubs
- Weather conditions
- Carrier’s flight schedules
- Peak season backlogs
What to Do If Problems Occur
Despite best efforts, issues sometimes arise:
Package Stuck in Customs
Step 1: Check tracking for messages
Step 2: Contact carrier for details
Step 3: Provide additional information if requested
- Clarification on item descriptions
- Value verification
- Permits or certificates
Step 4: Be patient – sometimes inspections take time
Step 5: If returned, understand reason to avoid repeating mistake
Package Damaged
Immediate actions:
- Document damage with photos
- Keep all packaging materials
- File claim with carrier within required timeframe (often 7-21 days)
For insurance claims:
- Provide commercial invoice showing value
- Photos of damage
- Photos of packaging
- Carrier’s damage report
Prevention: Proper packaging is best insurance.
Package Lost
Wait periods before declaring lost:
- Express: 30 days after shipping
- Economy/EMS: 60 days after shipping
Filing claim:
- Contact carrier
- Provide tracking number, commercial invoice, proof of value
- Complete claim forms
- Insurance coverage speeds resolution
Delivery Issues
If recipient didn’t receive:
- Check with neighbors (common in Japan)
- Check building’s package reception area
- Verify address was correct
- Contact Japan Post or carrier
Refused delivery:
- Find out why (usually unexpected fees)
- Package returns to sender
- Discuss options with carrier
Working with Cakra Express for Japan Shipments
Professional shipping assistance simplifies the Japan shipping process:
How We Help
Carrier selection:
- Compare rates across multiple carriers
- Recommend best option for your specific needs
- Access to volume discounts
Documentation support:
- Ensure commercial invoices complete
- Verify prohibited items not included
- Help with Certificate of Origin if needed
- Customs form accuracy
Packaging guidance:
- Advise on proper packaging for your items
- Professional packing services available
- Japan-specific packaging standards
Customs expertise:
- Knowledge of Japan’s import regulations
- Stay current on regulation changes
- Help classify items correctly
- Minimize customs issues
Problem resolution:
- Interface with carriers on your behalf
- Resolve customs holds
- Track shipments proactively
- Handle claims if issues occur
Convenience:
- Pickup service in Surabaya
- One point of contact for all carriers
- Simplified process for repeat shippers
Conclusion
Shipping from Indonesia to Japan is a well-established route with reliable service options. Success comes down to understanding Japan’s strict but logical customs regulations, preparing complete and accurate documentation, packaging items properly, and choosing the appropriate service level for your needs.
Whether you’re sending care packages to family, shipping products for your business, or helping students get belongings to Japan, following the guidance in this comprehensive guide ensures smooth delivery and minimizes problems.
Key takeaways:
Prohibited items are serious: Never attempt to ship meat, illegal items, or restricted goods.
Documentation must be detailed: Vague descriptions cause delays. Be specific.
Packaging matters: Clean, sturdy, professional packaging shows respect and protects items.
Inform recipients: Let them know about potential duties and estimated delivery timing.
Choose the right service: Balance cost and speed based on your shipment’s urgency and value.
Work with experienced partners: Professional shipping assistance prevents costly mistakes.
The Indonesia-Japan shipping corridor is active and efficient. With proper preparation and attention to requirements, your packages will arrive safely and on time.
Need to ship to Japan from Surabaya? Contact Cakra Express for expert guidance, competitive rates, and reliable service. We’ll ensure your package meets all requirements and reaches Japan smoothly.
English