It is not uncommon to send a package to someone who is staying in a hotel. Shipments like this can be tricky and can cause problems and confusion that may lead to the shipment not delivering and being returned.
When you are shipping to an individual staying at a hotel, the Importer of Record is technically that person. But customs in that country may assume it’s the hotel. The hotel will not want to be the Importer of Record nor will they agree to be billed any duties and taxes that may apply to the shipment.
The waybill and the Invoice need to make clear that the individual is the Importer of Record and that the shipment is only going “care of” (or c/o) the hotel. If the person is a citizen of that country, the Invoice will need to give the equivalent of their Social Security Number (whatever that may be called in that country) or Passport ID Number. If they are not a citizen, then their passport number and even a copy of their passport can help customs know who the Importer of Record is so they can handle its clearance properly.
Another way to approach this is to send it to a company in the country who can act as the Importer of Record. Perhaps the company or branch that is being visited by the person staying in the hotel. Since you and the receiver would have a relationship with that company, you can work with them regarding any duties and taxes that may apply, which a hotel would not be willing to do. Again, you would want to send it to the person’s attention in “care of” the business. The company’s Tax ID number will be required if you go this route.
We highly recommend that the receiver track the shipment and as soon as they see it has arrived in the country, they should reach out to DHL Express directly to make sure the reason for the shipment is understood and that they are not a resident but are at a hotel in that country. This can help speed up clearance. This can be important because we know people don’t tend to stay at hotels for very long. You want to be aware of how long a shipment will take to get there to make sure that person is still staying at the hotel at that time. You want to avoid the item arriving in the country or even attempting a delivery after the person has left (which is another reason why shipping to a business may be a better option, if possible).
