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Checklist: returns and repairs to the EU by Same‑Day courier
Quick checklist for Swiss companies: Which documents, packaging and customs steps are needed when you send returns or repairs to the EU by Same‑Day courier.
Quick answer
For returns and repair shipments to the EU by Same‑Day courier, prepare clear documents, proper packaging and often a Proforma invoice or an ATA Carnet. Have identification, trade documents and return papers ready so the shipment crosses the border fast and without issues.
When to use Same‑Day for returns and repairs
Same‑Day is best for urgent repairs, fast replacement parts and high‑value returns that must be back with the customer quickly. Decide based on value, urgency and whether the goods are temporarily exported for repair or permanently sold.
Key documents at a glance
You will need ID and trade documents: company contact, item description, quantity, weight and declared value. For temporary exports to repair, an ATA Carnet can simplify processing. Otherwise, issue a Proforma invoice stating «Goods temporarily exported for repair — to be returned to Switzerland». Always name a contact person.
Proforma invoice: what to include
A Proforma must list item descriptions, serial numbers, quantities, reason for export (e.g. repair), an estimated value for customs and the intent to return the items. Do not omit a value; customs often require an estimated worth even for temporary exports.
ATA Carnet: benefits for temporary exports
An ATA Carnet covers temporary exports (trade shows, repairs, testing) across multiple EU customs offices. It replaces separate forms and speeds up clearance. Obtain the Carnet from the Swiss chamber of commerce and allow time for processing before shipping.
Packaging and labelling tips
Use sturdy, approved packaging for Same‑Day transport. Label repair shipments clearly («Return for repair/Under warranty») and include copies of the claim or work order. Secure moving parts and take condition photos before dispatch.
Customs process: avoid border delays
State clearly whether the shipment is a temporary export (Carnet) or a return. Use correct HS codes and provide documents both digitally and on paper to the courier. Agree in advance who covers customs duties or possible import taxes to prevent holds.
Frequently asked questions
When should I use an ATA Carnet instead of a Proforma invoice?
Use an ATA Carnet when goods cross borders multiple times or when several customs offices are involved. For a one‑off repair, a correctly completed Proforma invoice may be enough.
What must a Proforma invoice always show?
Item description, serial numbers, quantity, reason for export (repair), estimated value for customs and a note that the goods will be returned.
Can the Same‑Day courier help with customs clearance?
Yes. Many couriers assist with document handover and advise on required declarations. Confirm in advance which documents the courier needs.
What if the repaired item stays in the EU permanently?
If the item is sold or permanently replaced, normal trade documents apply and import duties may be due. Discuss this case with your customs advisor.