Shipping policy

Last updated: September 3, 2026

Civil Documents provides international courier delivery for completed document requests as part of our professional administrative assistance services.

This policy explains how shipping is arranged, how shipping charges are calculated, and the responsibilities and limitations associated with courier delivery.

1. Courier Delivery

Issued civil documents may be shipped using reputable international courier services, such as DHL or comparable providers, depending on destination, availability, service requirements, and operational considerations.

Where available:

Courier tracking information will be provided once the document has been dispatched
Signature confirmation may be required for certain destinations or document types to enhance delivery security

Courier selection is made at our discretion based on reliability, destination, service availability, cost, and the requirements of the shipment.

2. Shipping Costs and Pricing

Unless an invoice, quotation, or service agreement expressly states that shipping is included, shipping is not included in our professional service fees and will be charged separately.

Shipping is charged at the actual third-party courier cost plus a 5% shipping administration charge.

The shipping administration charge assists with costs associated with arranging and processing international shipments, including payment processing, currency conversion, and related administrative expenses.

Courier rates are established by independent third-party courier providers and may fluctuate. Factors affecting shipping charges may include, but are not limited to:

Destination country
Courier service level
Shipment weight or dimensions
Fuel surcharges
Demand or peak-period surcharges
Remote-area or extended-area surcharges
Security or emergency surcharges
Customs or regulatory requirements
Insurance or shipment protection
Currency fluctuations
Changes in courier pricing
Other fees or surcharges imposed by the courier

Because courier prices and applicable surcharges can change, any shipping price provided before the shipment is booked should be considered an estimate unless expressly identified as a fixed shipping charge.

The final shipping charge will be based on the courier rate available at the time the shipment is booked, plus the applicable 5% shipping administration charge.

Where there has been a material change from a previously provided shipping estimate, the client will be advised of the revised shipping cost before the shipment is booked or charged.

Where shipping has been specifically included in an invoice, quotation, or service agreement, the amount and terms stated in that document will apply.

Government fees, customs charges, duties, taxes, brokerage fees, storage charges, and other third-party costs are separate from our professional service fees unless expressly stated otherwise.

3. Delivery Timeframes

Delivery timelines vary depending on:

Destination country
Courier service selected
Customs processing
Local delivery conditions
Courier network conditions

Typical international courier delivery times may range from 3–10 business days after dispatch, but all delivery times are estimates only and are not guaranteed.

Delivery may be delayed by circumstances including:

Customs inspections
Weather disruptions
Political events
Strikes or labor disruptions
High shipping demand
Transportation interruptions
Courier network disruptions
Security restrictions
Border or regulatory processing

Civil Documents does not guarantee delivery by a particular date unless such a guarantee is expressly provided in writing.

4. Tracking

Where supported by the courier, a tracking number will be provided once the shipment has been handed to the courier.

Tracking visibility, estimated delivery dates, scanning events, and tracking updates are controlled by the courier and may vary by destination and service level.

Courier tracking information is provided for convenience and should not be interpreted as a guarantee of delivery on a particular date.

5. Courier Responsibility

Civil Documents arranges courier delivery on behalf of clients but does not operate or control the courier network.

Once a shipment has been accepted by the courier:

Transportation, routing, handling, and delivery are performed by the courier
Transit times are subject to the courier's operating conditions
Courier services may be subject to the courier's applicable terms, limitations, and service conditions
Delays or disruptions caused by the courier or events outside our reasonable control may affect delivery

To the extent permitted by applicable law, Civil Documents is not responsible for delays, losses, damage, or failed delivery caused by circumstances outside our reasonable control, including:

Courier network disruptions
Customs inspections or clearance delays
Border or regulatory processing
Force majeure events
Incorrect or incomplete delivery information provided by the client
Failed delivery attempts due to recipient unavailability
Courier service interruptions
Routing changes
Security or transportation restrictions

Clients are responsible for providing accurate, complete, and deliverable shipping information.

Where a delivery problem occurs, Civil Documents will make reasonable efforts to assist the client in communicating with the courier and determining the status of the shipment.

6. Lost or Damaged Shipments

Where available and appropriate, shipment protection or insurance offered by the courier may be obtained at the time of dispatch.

Courier protection generally applies to physical loss or physical damage during transit and may not cover:

The intrinsic, legal, sentimental, or evidentiary value of documents
Consequential losses
Missed deadlines
Immigration consequences
Legal consequences
Employment impacts
Travel impacts
Financial losses resulting from delayed, damaged, or lost documents

If a shipment is lost or damaged:

Civil Documents will assist with submitting a claim to the courier where applicable
Any compensation available will be subject to the courier's applicable terms, limits, exclusions, and claim procedures
Any eligible courier compensation may be applied toward re-ordering or replacing the affected document where appropriate
Replacement documents remain subject to the issuing authority's reissuance procedures, processing times, availability, and applicable fees
Replacement delivery can be arranged once a replacement document has been obtained

Coverage limits, eligibility, and claim outcomes are determined by the applicable courier or insurance provider and may vary by destination, service type, and shipment lane.

Civil Documents does not guarantee that a courier claim will be approved or that compensation will cover the full cost of obtaining or replacing a document.

7. Customs, Duties, Taxes, and International Delivery

For international shipments:

Customs clearance procedures are determined by the destination country
Import requirements, local delivery rules, and customs inspections are outside our control
Clients are responsible for complying with applicable local import laws and requirements
Shipments may be opened or inspected by customs, border, postal, or regulatory authorities where permitted by law

Unless expressly stated otherwise, any customs duties, import taxes, brokerage fees, storage charges, clearance charges, or other destination charges imposed after dispatch are the responsibility of the recipient.

Such charges are not included in our shipping charges unless specifically identified as included.

Customs-related delays or inspections do not constitute a failure of Civil Documents' services.

8. Force Majeure

To the extent permitted by applicable law, Civil Documents shall not be liable for shipping delays or interruptions caused by events beyond our reasonable control, including but not limited to:

Government office closures
Policy or regulatory changes
Strikes or labor disruptions
Natural disasters
Severe weather
War
Civil unrest
Political instability
Public health emergencies
Pandemic-related restrictions
Cyber or technical failures
Courier network disruptions
Customs or border delays
Transportation interruptions
Security restrictions
Emergency courier restrictions

Such events do not, by themselves, entitle the client to a refund of professional service fees where the services for which those fees were charged have already been performed.

Any refund or adjustment relating specifically to an unused or recoverable courier charge will be determined according to the circumstances and any applicable courier refund.

9. Shipping Locations

Civil Documents arranges shipping to most international destinations where suitable courier services are available.

Shipping availability may be restricted or unavailable due to:

Government regulations
Courier limitations
Sanctions or trade restrictions
Security considerations
Remote-area service limitations
Temporary courier suspensions
Transportation restrictions
Local delivery limitations

Availability of courier service to a destination may change without notice.

Clients who are uncertain whether delivery is available to their location should contact Civil Documents before authorizing shipment.

10. Limitation of Liability

To the fullest extent permitted by applicable law, Civil Documents shall not be liable for indirect, incidental, special, or consequential losses arising solely from courier delays, lost shipments, customs delays, courier disruptions, or other shipping-related circumstances outside our reasonable control.

Where Civil Documents is legally liable for a shipping-related loss, our liability will be subject to any rights and remedies that cannot lawfully be excluded or limited and, where legally permitted, will not exceed the applicable amount paid for the affected shipping service or the amount recoverable under applicable courier protection or insurance.

Nothing in this Shipping Policy is intended to exclude, restrict, or modify any right, remedy, guarantee, or protection that cannot lawfully be excluded under applicable consumer protection or other applicable law.

11. Relationship to Our Terms of Service

This Shipping Policy forms part of the Civil Documents Terms of Service.

Where there is a conflict between this Shipping Policy and a specific written quotation, invoice, or service agreement, the specific written terms applicable to that transaction will govern to the extent permitted by applicable law.