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How to document repair orders in line with customs rules
Good documentation keeps repair shipments transparent for customs, couriers and customers. This checklist helps Swiss companies record repair orders correctly.
Quick answer
For customs-compliant repair orders you need full product data (serial number, description), a detailed work order, proof of warranty or ownership and correct shipping documents. Store everything digitally and label parcels clearly so customs and the courier can identify the shipment as a repair.
Why correct documentation matters
Customs may inspect goods crossing borders. Complete documentation avoids delays and extra queries. Your courier in Zurich, Geneva or Basel also needs clear data to declare and process the shipment correctly.
Essential documents for every repair
Record: product name, brand, model, serial number (SN), fault description, date of failure and country of origin. Add purchase proof or ownership documents if origin is unclear. These details form the basis for commercial or proforma documents.
Detailed work order and cost breakdown
The work order must list the tasks (diagnosis, parts replacement, exchange). Separate labour and parts costs. For free warranty repairs, mark positions as «repair under warranty» and include the warranty document.
Including warranty and ownership proofs
Attach copies of warranty certificates, invoices or serial registration. Clearly state whether the repair is chargeable or under warranty. If the item belongs to a third party, include an authorisation or ownership confirmation.
Package labelling for customs and courier
Label outer and inner packaging with serial number, customer ID and repair order number. Attach a document pouch with copies of key papers. If the shipment is time-critical, mark it clearly for the courier.
Digital filing and traceability
Scan all documents (PDF) and store them in a structured digital folder with version control and access rights. Link scans to the courier tracking number. This lets you supply proofs quickly in case of customs queries.
Frequently asked questions
What information is enough for a free warranty repair?
Provide serial number, fault description, warranty proof or purchase invoice and state «Warranty / no commercial value for customs». Show free parts and labour separately.
Do I need a commercial invoice or proforma?
For repairs a proforma is usually sufficient when no sale occurs. It should state «Repair – not for resale» or «Goods for repair» and list parts and serial numbers.
How long should I keep repair documents?
Keep records at least as long as your warranty and while customs claims can arise. Common practice is 2–5 years; follow your company policies.
What if customs requests documents during transit?
Provide digital copies immediately. Inform your courier in Switzerland, give a contact person and share the shipment and repair order numbers.