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Checklist: preparing medical devices for courier transport
A practical day checklist with time estimates, required materials and common mistakes for sending medical devices with a courier service in Switzerland.
Quick answer
Prepare medical devices for courier transport by checking documentation, securing and cushioning the device, and coordinating handover. This checklist lists time needs, materials and common mistakes to help Swiss companies hand over approved, safely packed items to a courier.
Overview and purpose
This checklist is for hospitals, labs and MedTech firms in Switzerland. The aim is a secure, traceable handover to a direct courier for approved shipments that fit in a passenger car and are safely packed.
Before packing – quick prep (15–30 minutes)
Check device type, dimensions and weight. Record serial and model numbers. Decide if consumables travel separately. Gather documents: delivery note, test certificate, manuals and contact persons with phone numbers.
Materials and tools (prepare, 10 minutes)
Materials: sturdy boxes or flight cases, edge protectors, foam or padding, tape, stretch film, document pouches, labels and a permanent marker. Tools: scissors, cutter, scale and tape measure.
Packing steps (30–60 minutes)
Step 1: Clean the device and remove loose parts. Step 2: Secure moving parts with foam or straps. Step 3: Cushion all sides evenly to prevent tipping. Step 4: Place device centrally in the box or case. Step 5: Fill voids and close the package securely.
Labeling and documents (5–10 minutes)
Attach a clear shipping label. Mark 'fragile' and 'this side up' if needed. Put documents in an external pouch and optionally send digital copies to the courier dispatcher. Note pick-up and delivery contacts.
Common errors and how to avoid them
Error 1: Insufficient internal fixing — test with a gentle shake. Error 2: Missing serial numbers on paperwork — record them before packing. Error 3: Documents only digital but receiver needs originals — check in advance. Error 4: Unclear pick-up details or timing — confirm the collection window with the courier.
Frequently asked questions
How long does full preparation take?
Typically 60–120 minutes. Small, compact devices take less time; complex systems with multiple parts take longer.
Do I need special packaging for sensitive instruments?
For sensitive instruments, use foam inserts, heavier boxes or a certified flight case. Cold chain or other specialised transport requirements are not covered here.
What documents should I hand to the courier?
Delivery note, test certificate and a contact person with phone number. Include manuals or safety sheets if required by your internal rules.
What should I record at delivery?
Note time, name of receiver, package condition and serial numbers. Photograph damage and inform the courier dispatcher immediately.