How to Send a Parcel to Poland From the USA: Step-by-Step Process

My cousin Maria moved back to Krakow three years ago, and let me tell you—I’ve learned a thing or two about international shipping since then. At first, trying to send a parcel to Poland seemed ridiculously complicated. All those customs forms and shipping options? Total headache. But after sending probably twenty packages to her (and making some embarrassing mistakes along the way), I’ve figured out what actually works.

These days, I mostly use Polonez Express for my shipments to Poland. They’ve made the whole process way simpler than when I was fumbling around with different carriers. But I’m going to walk you through all your options, share what I’ve learned, and explain why specialized services like Polonez Express can save you serious time and headaches.

Why Bother Learning This Stuff?

Look, there are tons of Polish-Americans out there. Chicago alone has a massive Polish community. Boston, New York, Detroit—all these cities have people with family back in Poland. Maybe you’re sending gifts to your babcia. Or shipping products to customers overseas. Whatever the reason, you’re definitely not alone in this.

Poland actually has a pretty solid postal system. They handle millions of packages from abroad every year. And these days, tracking technology is fantastic. You can literally watch your package hop from sorting facility to sorting facility, which is weirdly satisfying.

What You Can Actually Send (And What’ll Get You in Trouble)

Here’s where people mess up. You absolutely cannot just throw random stuff in a box and ship it internationally. Poland’s customs officers don’t play around with their rules.

Most normal stuff is fine—clothes, books, toys, packaged food that isn’t fresh. Electronics usually work too, though you’ve got to be careful with batteries. I learned that one the hard way when a package got held up for two weeks.

But weapons? Obviously not happening. Sketchy chemicals? Nope. Alcohol and tobacco have really strict limits and need paperwork. Medications need documentation too, which is annoying but makes sense.

The food situation is tricky. My first package to Maria included fresh apples (because I’m apparently an idiot). Those got confiscated immediately. Stick with things like packaged cookies, candy bars, or canned soups. Just check expiration dates—Poland won’t accept expired stuff.

When you’re unsure about something, just check the Polish customs website. Or call your shipping company. Better to ask a stupid question than lose your whole package.

So What Are Your Shipping Options?

You’ve basically got three routes here, and each one has trade-offs. After trying all of them, I’ve settled on Polonez Express for most shipments, but let me explain all your choices.

USPS Works If You’re Not in a Rush

The post office is usually the cheapest option. First-Class Package International is dirt cheap but takes forever—like two or three weeks, sometimes longer.

Priority Mail International is what I used before switching to Polonez Express. Takes about six to ten days, includes tracking, and the price isn’t crazy.

Priority Mail Express International is their fastest service. Three to five days, but wow does it cost a lot. I only use this for emergencies.

Private Companies Cost More But Move Faster

FedEx, UPS, DHL—these guys are the premium option. They’re faster than USPS and handle customs better. FedEx International Economy takes about five days.

The big advantage? They’ll pick up from your house. No dragging heavy boxes to the post office. Customer service is also more helpful when things go sideways.

Downside is the cost. Significantly more expensive than USPS or specialized shippers.

Specialty Shippers Like Polonez Express (My Go-To Now)

After years of bouncing between USPS and private couriers, I switched to Polonez Express about a year ago. Honestly wish I’d found them sooner.

Here’s why they’re different: they focus specifically on US-to-Poland shipping. That means they really understand Polish customs inside and out, which helps avoid those annoying delays I used to deal with. Their rates are often competitive with USPS Priority Mail, but you get better service.

What I love most? Their customer support speaks both Polish and English fluently. When I need to explain something complicated to Maria about a delivery, or when I have questions about what I can ship, they actually get it. No language barriers, no confusion.

Polonez Express also consolidates shipments from multiple customers, which helps them optimize routes and keep costs reasonable. They’ve figured out the fastest, most reliable paths to get packages to Poland. My last few packages through them have all arrived within a week, which is solid.

They handle all the customs paperwork smoothly too. Less stress for me, fewer issues at the border. If you’re shipping to Poland regularly, definitely check out their rates. For occasional shippers, they’re still worth comparing against other options.

You can find them at polonez express—their website makes it easy to get quotes and compare services. I’m not saying they’re perfect for everyone, but they’ve become my default choice for a reason.

Alright, Let’s Actually Ship This Thing

Time to get practical. Here’s my current process after trial and error taught me what works.

Step 1: Get Everything Together First

Clear off your table and lay everything out. Check each item—remove anything broken or restricted. Write a quick list of what you’re sending. This makes customs forms way easier later.

Step 2: Choose a Sturdy Box

Get a proper corrugated cardboard box. Don’t use beat-up old boxes. The size needs to fit snugly—not too big, not too small. Post offices sell boxes, or your carrier might provide free ones.

Step 3: Pack It Right

Wrap everything individually with bubble wrap or newspaper. Heavy items go at the bottom. Fill every gap with packing peanuts or crumpled paper. When you shake the sealed box, nothing should move. Use quality packing tape on all seams.

Step 4: Address It Properly

Write clearly or print a label. The format:

Recipient Name
Street Address
Postal Code City
POLAND

Add their phone number. Put your return address in the top-left corner. Write out city names completely. Double-check that postal code—one wrong digit causes major delays.

Step 5: Fill Out Customs Forms

Small packages use CN 22 forms. Bigger or pricier stuff needs CN 23. List everything with specific descriptions—write “children’s books,” not just “books.” Include quantities and honest values.

Be honest. Lying on customs forms can get you fined. Not worth it.

Step 6: Choose Speed and Insurance

Express shipping costs way more. If you’re not in a rush, use slower options. Most services include fifty to a hundred dollars insurance automatically. Sending something valuable? Buy extra coverage.

Step 7: Ship It

Take your package to your shipping location. They’ll weigh it and calculate the cost.

If you’re using Polonez Express, schedule a pickup from their website. They’ll grab your package from your house—super convenient.

Get your receipt with the tracking number. Keep it safe.

Step 8: Track Your Package

Go to your carrier’s website and enter your tracking number. You’ll see updates as it moves through the system. Sometimes tracking gets stuck at customs. This is normal. Give it several days before contacting the carrier.

What’s This Going to Cost You?

Weight is the biggest factor—carriers use weight brackets, so one extra ounce can bump you up. Box size matters too through dimensional weight pricing. Use the smallest box that safely fits everything.

Speed is the biggest cost factor. Express delivery costs dramatically more than economy shipping. Also remember that recipients might pay import duties and taxes in Poland on items over certain values.

Ways I’ve Learned to Save Money

Always compare carriers. I used to just go to the closest post office. Now I check USPS, FedEx, UPS, and Polonez Express online. Prices vary wildly, and sometimes a specialized shipper like Polonez Express beats everyone else’s rates for Poland-specific shipping.

Combining shipments saves a ton. Instead of mailing three boxes over three months, I wait and send one larger box. One shipping fee beats three. Polonez Express is particularly good for consolidated shipments if you’re sending multiple items.

USPS flat-rate boxes are amazing for heavy items. One price regardless of weight (up to the limit). I’ve stuffed these with books and saved probably fifty bucks compared to regular shipping.

Strip out retail packaging before shipping. Those original boxes add unnecessary weight. Repack everything more efficiently. When I switched to Polonez Express, they actually gave me tips on how to pack more efficiently to stay in lower weight brackets.

Common Mistakes to Avoid

Don’t skimp on bubble wrap—broken items aren’t worth saving five bucks on packing materials. Print labels instead of handwriting addresses. Never forget customs forms—packages get stuck at the border forever. Always buy insurance for valuable items—things get lost or damaged in transit.

What Happens at Polish Customs

Your package lands at a customs facility where officers scan and check everything. They verify that what’s on your customs form matches what’s actually inside.

Most packages clear pretty fast. Simple shipments often pass through in hours. Officers can open packages for physical inspection if something seems off.

Poland follows EU customs rules. Personal gifts below certain values don’t pay duties. Commercial stuff always pays taxes. The recipient pays these fees, not you. Accurate documentation speeds things up massively.

Final Delivery in Poland

After customs, your package enters Poland’s domestic system. Poczta Polska usually handles final delivery. Cities get faster service. Rural areas take longer, but still get reached.

Not everything fits in mailboxes, so sometimes recipients pick up packages at their local post office. The postal carrier leaves a notice with details.

How Long Does This Actually Take?

USPS First-Class averages two to three weeks. Priority Mail International usually hits six to ten days. Priority Mail Express takes three to five days.

Private couriers are quickest. FedEx International Priority takes two to three days. DHL Express is similarly fast.

Polonez Express typically delivers within a week in my experience—faster than standard USPS, comparable to premium services, but at more competitive rates.

Remember these are estimates. Weather, holidays, and customs all affect timing. Build in buffer time.

Tracking Is Your Friend

Save that tracking number immediately. Every carrier has a tracking page on their website. Enter your number and see where your package is.

Sign up for text or email alerts if available. Way easier than constantly checking the website.

Why I Switched to Polonez Express for Most Shipments

Let me be real with you—after years of trial and error, Polonez Express has become my main choice for sending stuff to Poland. Here’s why it works for me.

First off, they specialize in this exact route. While USPS and FedEx ship everywhere globally, Polonez Express focuses specifically on US-to-Poland shipping. That specialization makes a difference. They’ve optimized their processes, their routes, and their customs handling specifically for Poland.

The pricing is competitive. I’m not saying they’re always the absolute cheapest, but they’re often comparable to USPS Priority Mail while offering better service. For what I pay, I get faster delivery and fewer headaches with customs.

Their customer service has saved me multiple times. When I had a package stuck in customs (my fault—I messed up the customs form), their bilingual support team actually helped me sort it out. Try getting that level of help from a massive carrier where you’re just ticket number 47,892.

They understand Polish holidays, Polish postal schedules, and Polish customs quirks. When I asked whether I could send a specific type of food item, they knew immediately. No “let me check and call you back in three days.”

The tracking is reliable, and they provide realistic delivery estimates. No overpromising and underdelivering. When they say a week, it’s actually about a week.

For anyone shipping to Poland regularly—whether for business or personal reasons—I’d strongly recommend getting a quote from Polonez Express at polonez.express. Compare it to your other options. You might be surprised.

When Things Go Sideways

If your package seems lost, wait a bit and keep checking tracking. They often reappear after customs delays. After a reasonable time, file a claim with your carrier.

Insurance claims need documentation. Keep receipts for valuable items. Take photos before packing.

If your recipient reports damage, get clear photos immediately and contact the carrier fast—they have time limits for claims.

Special Situations

Sending Gifts: Mark packages as gifts on customs forms. Poland has duty-free exemptions for gifts up to certain values. Be honest about what you paid.

Food Packages: Stick with shelf-stable packaged items. Nothing fresh. Check current restrictions first.

Electronics: Remove batteries when possible—they’re often restricted. Pack with padding and declare accurately with brands and model numbers.

Frequently Asked Questions

How much does it cost to send a parcel to Poland from the USA?

Small packages through USPS First-Class start around twenty bucks. Medium packages with Priority Mail International run fifty to a hundred dollars. Large packages or express services cost more—sometimes over two hundred dollars. Private couriers charge premium prices but deliver faster.

Can I send food items to Poland from America?

Yeah, but only packaged shelf-stable stuff like cookies, candy, or canned goods. Nothing fresh like produce, meat, or dairy. Check Polish customs rules before shipping and declare all food items accurately.

How long does it take to mail a package to Poland?

USPS First-Class takes two to three weeks. Priority Mail International delivers in six to ten days. Express services arrive in three to five days. Polonez Express typically delivers within a week.

Do I need to pay customs fees when sending to Poland?

You don’t pay customs fees as the sender. Your recipient might pay import duties and taxes when receiving the package. Poland charges fees on items over certain values.

What documents do I need to send a parcel to Poland?

You need a customs declaration form—CN 22 for small packages or CN 23 for larger ones. List all items with descriptions, values, and quantities.

Can I track my package to Poland?

Yes. Most shipping services include tracking. Enter your tracking number on the carrier’s website to see your package’s location and status.

What items cannot be sent to Poland?

Weapons, explosives, illegal drugs, and hazardous materials are prohibited. Fresh meats and certain agricultural products are restricted. Alcohol and tobacco have quantity limits and need special documentation. Check the Polish customs website for complete lists.

Is it cheaper to send packages through USPS or private carriers?

USPS usually costs less for smaller packages. Private carriers charge more but deliver faster with better service. However, specialized shippers like Polonez Express often have competitive rates specifically for Poland shipments—sometimes even beating USPS prices while offering better service. Always compare rates across USPS, private carriers, and Poland-focused services like Polonez Express for your specific package.

How do I pack fragile items for international shipping?

Wrap each item individually in multiple layers of bubble wrap. Use a brand-new sturdy box. Put items in the center with thick padding on all sides. Fill all gaps so nothing moves. Mark the box as fragile and consider extra insurance.

What happens if my package gets lost?

Monitor tracking and wait a bit—delayed packages often show up eventually. If it stays missing, contact your carrier to file a claim. You’ll need your receipt and tracking number. Insurance covers the declared value if you bought it.