The post office got a new system recently, which is aimed at streamlining the process for sending parcels overseas. The system isn’t the most user-friendly, however, and my colleague has complained about having to fill out the form over and over again due to the unclear instructions.

I have the 2021 version of the list of countries that require this new QR code process:

What you’ll need before you start:

• Your address with (new format) zip/postal code and your contact telephone number.
• A note of the items by type/class you intend to send (specifying quantity, unit price and weight for each class of item in kilograms to 3 decimal places at most. (eg. Toys, 3 units, single unit price: NT$1000, collective weight: 0.502 kg (remember the 0 before the point or it won’t be accepted); Clothing, 5 units, single unit price NT$360, collective weight: 1.100 kg)
• The name, phone number and address of recipient with zip/postal code (for U.S. addresses, make sure you have the new format of zip code with more digits after the original 5).
• A box or container that you’ll send the stuff in. If you’re going to fill in the form beforehand, you’ll need to buy the box in advance (as you have to know the gross weight), otherwise, you can buy the box and fill in the form at the post office.
• Scales (If you’re going to fill in the form in advance.)

Got all the stuff? So how do you send it?

You know Taiwan loves using QR codes, so if you want to scan it with your phone, it is as below:

Alternately, you can follow this link!

The service agent, will likely shoosh you over to a poster featuring this QR code as soon as you arrive in the post office with your box of stuff as if it will answer all the questions you possibly have. After the first page, you can switch to English, but the English page is a little bit more jargony than the Chinese and might be confusing if you’re talking to a service agent:

The QR code will lead to this page:

It’s not exactly intuitive, as they have just put the post office notice board as the lead page, and you need to click 「選單」(Menu) and then select the option shown below to get to the options you need:

This option is for international parcels 「國際郵件電子通關」(International mail online customs procedure), helpfully (sarcasm) the English option has been acronymized into unintelligible letters: ITMATT.
(Incidentally, you get NT$5 dollars off if you sign up for membership)

You’re then going to arrive at this page, and here you can switch to English if you need to. Although the English is pretty confusing compared to the Chinese, but I’ll try and put them side-by-side below so that you can see what corresponds with what:

After clicking 「EN」 which means English apparently (gotta shorten every word, people!), you’ll be brought here:

Once you click start/「開始」, you’ll be asked to choose from various acronyms or the reasonably self-explanatory Chinese:

So, “EMS Service” is the 「國際快捷郵件」 (international courier mail), but obviously you already knew that as a foreigner who knows all possible acronyms in English. This is the quickest option. Next is 「國際包裹」 (international parcel), which is slightly slower, but you can choose from airmail/shipping/land route, depending on cost. The next options are for smaller mail packets (limited to 5 kinds of items and under 2 kg).

When you click on “EMS Service” or 「國際快捷郵件」 (also for the Parcel/國際包裹 option), you’ll be prompted to fill out a form as follows, where your preparation above should pay off:

You then be prompted to say you’ve read a list of instructions, but the important ones are that you have to write the form in ENGLISH or the language of destination and that you only have to fill out the boxes framed in red.

First of all, you have to indicate whether you’re sending documents or other stuff (which they label as “merchandise”:

Next details about the sender:

Then the addressee or recipient:

Item list (each class of item should be listed separately):

If you’re posting a range of different things, you can add an item class using the button below:

The final bit concerns how much the parcel weighs as a whole and the dimensions of the parcel:

Once, you’ve confirmed and there are no errors (make sure you write “0.5” instead of “.5”), you’ll get a QR code and you’re good to go to the post office or approach the counter if you’re already there. I’d advise you to leave your parcel open in case they ask to have a look inside to confirm the contents.

By the counter there should be a grey colored machine with a QR code reader. Make sure the machine is on (if it’s early in the day), and then click scan. If you’re QR code doesn’t read, try turning the brightness up.

For some of the machines, the machine itself prints out, for others, the documents will print behind the counter. When you approach the agent, tell them that you’re sending a parcel and when they wave you towards the QR code poster, tell them you’ve already done that bit.

They’ll do a bit of paperwork and take your money and you’re all sorted!