For this reason, special attention must be paid when sending samples; once we have passed the initial contact phase with our potential client, meeting, presenting ourselves, and getting them to evaluate the option of buying or representing our products—which is, by the way, one of the most difficult parts—we must not lower our guard.
Sample shipping is an action in which we cannot fail; we need export experience so that the shipment arrives on time and in proper condition into the customer's hands. If we do not possess that experience, we need to rely on a transport company that can provide us with the main guidelines so that our samples arrive perfectly.
At MBE, we are committed to offering this support and coverage to all our clients; our reputation and experience in international shipping allow us to guide you on the best format for sending samples, in addition to providing information on the precise documents required for it.
One of the main problems that can occur when sending samples to third countries is located in everything related to customs management, both upon departure from Europe and regarding the procedures that need to be carried out in the destination country. Not all customs in the world are the same, nor are all products the same. Even the exact same product that can be sent as a sample to one country may have a different customs consideration and processing in another.
The sample represents the first “real” transaction with a potential client.
Product shipping procedures vary depending on the country and its customs processing.
Sample shipments, whether for export or import outside European Union countries, MUST always be accompanied by a commercial invoice. Furthermore, we must remember that chemical, pharmaceutical, or biological samples may be prohibited in some countries, and in others fall into different categories, and therefore be subject to different customs regulations—we will need a series of additional documents, such as health certificates and SOIVRE certificates, for example.
As we were saying, any commercial sample originating from or destined outside the EU must be accompanied by a commercial invoice that must include the real value of the sample, as well as a detailed description of it—its characteristics—along with the reason for its shipment (stating samples is sufficient).
With this data, customs will be aware that the shipment is not a commercial sale, so it will not incur the obligation to pay taxes or duties. However, care must be taken because, in some cases, certain countries may apply duties on certain products if they consider them “hazardous” to their economy.
| Factor | Customs Consideration |
|---|---|
| Commercial invoice | Always mandatory outside the EU. Must indicate real value, details, and be marked as a sample with "no commercial value". |
| Regulated products | Chemicals, pharmaceuticals, or biologicals may require additional certificates (health, SOIVRE) or be prohibited. |
| Taxes and duties | Generally exempt, although certain countries apply duties if they consider the product sensitive or "hazardous". |
That is why relying on an experienced provider like MBE allows the client to prepare the sample shipment with complete peace of mind from the start. With the support of customs departments, the necessary documents are identified, which can range from customs duties or certificates of origin to phytosanitary certificates in the case of food products, for example.
Planning sample shipments with an expert guarantees a higher chance of success; exporting is not a simple task, and that is why it is necessary to have the support of experts like those at MBE, who are fully knowledgeable about international trade regulations and up to date with any changes that may occur.
So that the delivery of our sample arrives in perfect condition and on the agreed day into the hands of our potential client; our future sales depend on it.
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