Upload File Guidelines

File Guidelines
 

Download Our Sample File

Your file must be prepared according to these guidelines:

  • Required – must be provided for each contact 
  • Recommended – complete address details are required during shipping process
  • Optional – fields can be left blank, but will help you save time when creating a shipment
  • Fields must be in the exact order as in the table below

Save the spreadsheet as a CSV (Comma delimited), TXT or XML file.

Field Order Field Required Optional Maximum Characters  Format Description and Tips Example
1 Name Required 35 Alpha/Numeric/Symbols First and last name
(do not use separators between names)		 John Smith
2 Company Required 88 Alpha/Numeric/Symbols Company name
(if no Company name, enter the contact's first and last name again)		 DHL Express
3 Nickname Optional 135 Alpha/Numeric Your unique name which can help you differentiate between duplicate names and multiple locations in your Address Book John at DHL
4 Email Address 1 Required 45 Alpha/Numeric/Symbols Format: name@email.com jsmith@
companymail.com
5 Email Address 2 Optional 45 Alpha/Numeric/Symbols Format: name@email.com jsmith@
personalmail.com
6 Email Address 3 Optional 45 Alpha/Numeric/Symbols Format: name@email.com assistant@
companymail.com
7 Email Address 4 Optional 45 Alpha/Numeric/Symbols Format: name@email.com warehouse@
othercompany.com
8 Email Address 5 Optional 45 Alpha/Numeric/Symbols Format: name@email.com  
9 Phone Type Required 1 Alpha

M - Mobile, H - Home, 

O - Office

 		 M
10 Phone Number Country Code Required 6 Numeric Country calling code
(exclude any leading zero)		 44
11 Phone Number Required 70 Numeric Numbers only, no spaces or punctuation
(exclude any leading zero)		 5553239000
12 Extension Optional 5 Numeric Numbers only, no spaces or punctuation 37
13 Fax Optional 70 Numeric Numbers only, no spaces or punctuation
(exclude any leading zero)		 2088188888
14 VAT/Tax ID Optional 35 Alpha/Numeric Country identifier used for tax purposes VAT123
15 Nickname 2 Optional 135 Alpha/Numeric Additional unique identifier to help you differentiate between duplicate names and multiple locations John Account Manager
16 EORI Number Optional 35 Alpha/Numeric Tax identification number EORI123
17 CNPJ/CPF Tax Type Optional 35 Alpha Tax identification type  
18 CNPJ/CPF Tax ID Optional 35 Alpha/Numeric Tax identification number  
19 IE/RG Optional 35 Alpha/Numeric Tax identification number  
20 Country/Region Optional 45 Alpha Country name United Kingdom
21 Country Code Required 2 Alpha Two letter ISO country code GB
22 Address 1 Required 45 Alpha/Numeric Address Line 1 3333 N Main St
23 Address 2 Optional 45 Alpha/Numeric Address Line 2 101
24 Address 3 Optional 45 Alpha/Numeric Address Line 3  
25 ZIP/Postal Code

Recommended

 35 Alpha/Numeric If the country has postcodes, then this information must be provided   TW4 6JS
26 City Required 45 Alpha/Numeric City name Hounslow
27 Suburb

Recommended

 45 Alpha If the country requires suburbs, then this information must be provided England
28 State/Province Optional 35 Alpha If the country requires state name, then please provide this information  
29 State/Province Code

Recommended

 2 Alpha/Numeric If the country requires state code, then this information must be provided: example California CA
30 Account Number – for Shipments Optional 9 Alpha/Numeric Account that should be charged by default 123456789
31 Account Number – Bill transportation charges to Optional 9 Alpha/Numeric Account that should be charged by default 123456789
32 Account Number – Bill duties and taxes to Optional 9 Alpha/Numeric Account that should be charged by default 123456789
33 Account Number – Bill duties to Optional 9 Alpha/Numeric Account that should be charged by default 123456789
34 Account Number – Bill taxes to Optional 9 Alpha/Numeric Account that should be charged by default 123456789
35 Customs Terms of Trade Optional 3 Alpha Also known as Incoterms DAP
36 Notes Optional 255 Alpha/Numeric Add notes about this contact – such as unique shipping needs and preferences (only visible to you in MyDHL+) This account is for samples only. All orders must be shipped on a different account.
37 Reference 1 Optional 35 Alpha/Numeric/Symbols Reference to be printed on the shipping label and billing invoice Sample Only - Not for Use
38 Reference 2 Optional 35 Alpha/Numeric/Symbols Additional reference (does not appear on shipment documents); Only visible to you when you view details of a shipment in MyDHL+ Fabric #49  
39 Reference 3 Optional 35 Alpha/Numeric/Symbols Additional reference (does not appear on shipment documents); Only visible to you when you view details of a shipment in MyDHL+ End of Day Delivery Only
40 Reference 4 Optional 35 Alpha/Numeric/Symbols Additional reference (does not appear on shipment documents); Only visible to you when you view details of a shipment in MyDHL+