Life Science Product Shipping Guide

Shipping life science products requires careful attention to detail and compliance with various regulations. This comprehensive guide will help you navigate the process successfully.

• Shipping Obligations Anyone shipping a product must package it appropriately. If it's fragile or temperature-sensitive (requiring dry ice, gel packs, or blue ice), ensure there's enough coolant to last until the destination—and the packaging is sturdy enough to prevent breakage.

  "The default Inco term for transactions is FCA (Free Carrier). Sellers are responsible for delivering the products to the agreed-upon carrier at the designated location, including handling export customs clearance. Buyers are responsible for shipping from that point onward, including all costs and risks associated with transportation and import customs clearance. Shipping costs may be included in the product price or charged separately, depending on the seller's choice.

  2.2 Shipping Costs Under FCA (Free Carrier) terms, the buyer is responsible for all shipping costs from the point of delivery to the carrier, unless otherwise agreed upon with the seller. The seller covers the costs up to the delivery point, including export customs clearance."

• Preparing to Ship

  Understand What You're Shipping:

  • • Type of Product: Lab equipment, consumables, temperature-sensitive reagents, etc.
  • • Shipping Conditions: Room temperature, cold, or frozen?
  • • Regulations: Check local and international rules—particularly for chemicals or special items.

  What to Include in the Package:

  • • Invoice: Acts as proof of purchase (important for VAT and customs)
  • • Packing Slip: A simple list of the items in the package
  • • Extra Documentation: Certificates like CoA (Certificate of Analysis) or MSDS (Material Safety Data Sheet) if needed
• Packing and Labeling
  • • Proper Packaging: Use sturdy boxes, plenty of cushioning (bubble wrap, foam), and ensure it's sealed well. Temperature-sensitive products may need gel packs, dry ice, or insulated boxes.
  • • Shipping Label: Include recipient's full name, address, postal code, and contact information
  • • Return Address: Add your own address in case the package cannot be delivered
  • • Fragile/Handling Instructions: If necessary, label with "Fragile," "This Side Up," etc.
• Customs Documentation

  All required documentation can often be uploaded digitally through your courier account:

  • • Commercial Invoice: Like a receipt for customs, showing what you're shipping, its value, and the reason
  • • Customs Declaration Form: For postal services or couriers (e.g., CN22, CN23)
  • • Harmonized System (HS) Code: A global classification code to determine applicable taxes/duties
  • • Certificate of Origin (if applicable): Required by some countries
  • • Dangerous Goods Declaration: Needed if the product is hazardous

  Optional Paperwork:

  • • Packing Slip (helpful for the buyer's processing)
  • • Manuals or instructions for lab equipment
• Permits and Licenses (If Required)

  Depending on your item, you may need specific export/import permits (e.g., for medical devices, chemicals, or restricted items).

  • • Always check your country's export control rules and the destination's import restrictions in advance
• Shipping Service Details
  • • Carrier Selection: Choose a reliable carrier (DHL, FedEx, UPS, or postal services)
  • • Tracking Number: Helps you monitor progress
  • • Shipping Insurance: Optional but recommended, especially for valuable goods
  • • Delivery Timeframe: Confirm estimated delivery time and choose shipping speed accordingly
• Payment of Duties and Taxes

  Decide who will pay duties/taxes. Often labeled as:

  • • DDP (Delivered Duty Paid): You pay everything upfront
  • • DAP or DDU (Delivered Duty Unpaid): The recipient handles duties/taxes on arrival

  If shipping DDU, warn the buyer about potential fees. Unaware buyers may refuse the package, leaving you to handle returns.

• Prohibited and Restricted Items

  Check the prohibited/restricted lists for the destination country. Examples:

  • • Perishables, weapons, hazardous materials, counterfeit goods
  • • Different countries have different rules—shipping disallowed goods could lead to confiscation or fines
• Additional Considerations
  • • VAT and EORI: If shipping from the UK/EU, ensure you have VAT registration and an EORI number
  • • Choosing the Right Courier: Look for couriers experienced in life science shipping (e.g., FedEx Health, UPS Healthcare)
  • • Insurance: Consider it if items are high-value or fragile
• Step-by-Step Shipping Summary
  1. Pack the Product
     • • Use correct packaging: room temperature, cooler, or frozen
  2. Prepare Documents
     • • Customs invoice
     • • Importer of Record
     • • HS code
     • • INCOTERMS
     • • Additional documentation as needed
  3. Send Tracking Info
     • • Provide the tracking number so all parties can monitor the shipment

We hope this guide gives you more confidence when shipping life science products. Although there's some prep work, it prevents major hurdles down the road. Once you've done it a few times, the process becomes second nature.

Need help? Contact us at info@wasteless.bio →