If you’ve ever tried to ship a gift overseas for work—whether it’s for a prospect, a customer, or a remote teammate—you know it’s rarely as simple as clicking “Send.” There are customs forms, surprise fees, and a hundred other ways things can go sideways. This guide is for anyone who wants to use Reachdesk to send international gifts, but doesn’t want to learn everything the hard way. Let’s talk about what actually works, what trips people up, and how to keep your international gifting headache-free.
Step 1: Set Realistic Expectations
Before you get excited about sending branded water bottles to Tokyo or bottles of wine to Dubai, get clear on what’s possible and what’s not. International gifting sounds easy when you see it on a software sales page. In practice, there are a bunch of moving parts:
- Customs regulations: Some countries are strict about what comes in. Food, alcohol, and electronics are the usual suspects.
- Shipping times: “Express” can mean 2-3 days—or two weeks if customs gets fussy.
- Costs: Shipping and import taxes can dwarf the cost of the gift itself.
- Recipient experience: Nobody likes getting a surprise customs bill or spending an hour at the post office.
Pro tip: If you’re sending gifts to a country you’ve never shipped to before, ask someone local (or Google) about common delivery headaches. You’ll learn more in 10 minutes than you will from a sales webinar.
Step 2: Know What Reachdesk Actually Does—for International Gifts
Reachdesk is a gifting platform that tries to take the hassle out of sending gifts across borders. Here’s what it does help with:
- Sourcing and fulfilling gifts from local vendors in many countries
- Automating the “send” process, so you don’t have to chase shipping labels or addresses
- Handling some of the paperwork (customs declarations, etc.) in the background
Here’s what it doesn’t magically fix:
- Customs and import taxes—these can still land on your recipient
- Local delivery issues (address quirks, remote areas, theft, etc.)
- Restrictions on certain categories of gifts
What to ignore: Any feature that promises “seamless global gifting” with zero friction. There’s always some friction. That’s not Reachdesk’s fault—it’s just international shipping.
Step 3: Pick the Right Gift (Country Matters!)
Not all gifts travel well. Here’s the honest breakdown:
What Usually Works
- eGift cards: Delivered by email, no customs, no shipping. Easiest option by far. Make sure the card is valid in the recipient’s country.
- Locally sourced gifts: Reachdesk can often fulfill gifts using local partners. This skips customs and reduces shipping headaches.
- Non-perishable items: Think mugs, notebooks, or branded swag.
What Often Fails
- Alcohol: Many countries block it, and customs can confiscate or delay it for weeks.
- Food: If it’s perishable or homemade, expect problems.
- Anything expensive: Customs duties jump sharply above certain values (often $50–$150 USD).
Pro tip: When in doubt, send an eGift card. It’s not flashy, but it always arrives.
Step 4: Collect the Right Recipient Information
You can’t just guess someone’s address in another country and hope for the best. Here’s what you need:
- Full legal name (as on their ID)
- Complete address, including postal code, region, and country
- Local phone number (couriers often call if there’s a problem)
- Email address (for tracking and delivery updates)
Don’t skip the phone number. Many international shipments stall because the courier can’t reach the recipient.
If Reachdesk offers an “Address Confirmation” feature—use it. It’s tempting to skip, but a quick confirmation avoids most delivery failures.
Step 5: Understand Customs, Duties, and Taxes
Here’s where a lot of well-meaning gifts go to die: the recipient gets a call from FedEx asking them to pay $40 to “release” their gift, or fill out a customs form in a language they don’t speak.
- Who pays duties/taxes? Sometimes Reachdesk can pre-pay these, but not always. Check for a “Delivered Duty Paid (DDP)” option.
- Declared value matters. Low-value gifts (<$50 USD) usually fly under the radar. Higher-value gifts get flagged for inspection and fees.
- Restricted items: Each country has its own list. Alcohol, lithium batteries, food, and branded electronics are the usual problem children.
Honest advice: Ask your Reachdesk rep, in writing, how duties and taxes are handled for your target country. Don’t assume—get clarity up front.
Step 6: Configure Your Campaign in Reachdesk
Setting up a campaign isn’t rocket science, but there are a few things to double-check:
- Choose your gift based on what’s legal and practical for the recipient’s country.
- Set country-specific rules. Some users create separate campaigns for each region to keep things straight.
- Decide who pays for what. If there’s a chance the recipient could get hit with fees, add a warning or pick a different gift.
- Test it first. Do a “dummy run” to yourself or a colleague in the target country before rolling out to customers.
Ignore the urge to automate everything. Manual checks (especially for high-value or tricky destinations) save embarrassment later.
Step 7: Track and Follow Up (Don’t Assume Delivery)
Reachdesk offers tracking, but international shipping is unpredictable. Here’s what works:
- Monitor the tracking yourself. If a package gets stuck, you can often nudge things along by contacting the courier.
- Follow up with the recipient. A quick “Did you get your gift?” email is worth its weight in gold. If there’s a problem, you’ll hear about it first.
If something goes missing or gets returned, Reachdesk support can help—but don’t expect miracles. Some countries are just black holes for packages.
Common Pitfalls to Watch Out For
- Sending to countries with spotty postal systems. Some places just aren’t reliable, no matter how good the platform.
- Ignoring holidays and local customs. Gifts sent during major holidays can take forever (or get lost). Some gifts are culturally tone-deaf in certain regions.
- Assuming what works in the US works everywhere. It doesn’t. Local context matters.
- Underestimating timelines. If you need a gift to arrive “by Friday,” start two weeks early.
Pro tip: Keep a running list of what’s worked (and failed) for each country. It’ll save you—and your team—a lot of time.
When Not to Use Reachdesk (or Any Platform)
Sometimes, it’s just not worth it. If you’re sending a one-off to a country with brutal customs or unreliable delivery, consider:
- A personal email or video message
- A donation to a charity in their name
- A local contact to hand-deliver something (if you have one)
It’s better to skip the gift than to send something that becomes a hassle for the recipient.
Keep It Simple, Iterate, and Don’t Stress
International gifting is never totally hassle-free, but it doesn’t have to be a nightmare. Stick to simple, proven gifts. Start small, learn what works, and build from there. Most importantly, remember: the gesture matters more than the swag.
If you hit a snag, don’t panic—just adjust your approach next time. International gifting is a process, not a one-and-done. The more you do it, the easier it gets.