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Checklist for courier shipments of samples to the EU
A clear checklist for businesses: how to pack, document and manage courier shipments of samples to the EU — from paperwork to handover.
Quick answer
To send samples to the EU by courier you need secure packaging, correct paperwork, clear customs details and direct communication with the courier. This checklist guides you step by step to avoid delays and questions.
1. Before shipping: verify item and risk
Identify the sample type: product sample, prototype or non-commercial sample. Record content, quantity and purpose. Check for restrictions—biological or hazardous items are outside this checklist. Assign responsibility for packaging, paperwork and customs.
2. Packaging: protection, labelling and dimensions
Pack samples to withstand normal courier handling. Use cushioning, a sturdy outer box and internal dividers. Label the parcel with sender, recipient, brief content description and "SAMPLE / MUSTER". Record weight and dimensions accurately for courier selection and pricing.
3. Documents: commercial or proforma invoice and supporting papers
Prepare a commercial or proforma invoice even if the sample is not for sale. The invoice must list sender, recipient, detailed item description, quantity, country of origin, value (symbolic if needed) and the purpose "Sample/Not for Resale". Add a packing list and materials list if relevant.
4. Customs and stamps: declaration and possible exemptions
Declare the shipment correctly with the courier. Provide customs tariff numbers (HS codes) if available. For non-commercial samples, use the correct customs treatment and note any return conditions. Clarify who pays duties or VAT with the recipient (via Incoterms or agreement).
5. Communication with the courier and recipient
Tell the courier in advance about special requirements like pick-up windows, sensitive content or required pick-up documents. Request a contact number and email for delivery notifications. Share tracking details and expected delivery window with the recipient. Ask for delivery confirmation.
6. Handover, signatures and records
At handover to the courier get a signed pickup receipt with date and time. Keep digital and paper copies of all documents. Log serial numbers or test IDs if applicable. Record any agreements about returns or disposal of the sample.
Frequently asked questions
Do I need a commercial invoice for a sample if it is not sold?
Yes. Cross-border shipments to the EU need a commercial or proforma invoice. It explains the content, value and purpose (e.g. "Sample/Not for Resale") and helps customs process the parcel.
How should I declare a low value for a sample?
Declare a realistic symbolic value and clearly state the purpose. Undervaluation can trigger inspections or penalties. If unsure, check with your courier or customs broker.
Who pays customs fees for samples shipped into the EU?
This depends on your agreement with the recipient. Define the terms with Incoterms or a written agreement. Without an arrangement the recipient may be asked to pay.
What information does the courier need for EU delivery?
The courier needs sender and recipient details, item description and value, pickup and delivery windows and contact persons. HS codes and return instructions are helpful too.