Samples usually travel by international courier: they are small, urgent, and need door-to-door tracking. But sample shipping is a surprisingly common source of delays and unexpected costs. A few simple practices avoid most problems.
How Courier Charges Work
Couriers charge on the greater of actual weight and volumetric weight. For many couriers, volumetric weight is calculated as:
Length × Width × Height (cm) ÷ 5,000
So a light but bulky package can be charged far more than its actual weight. Pack samples compactly, remove unnecessary packaging, and use the smallest box that protects the item.
Who Pays?
Options include:
- You pay: simplest, but costs add up quickly with many buyers
- Buyer's courier account: you ship using the buyer's account number, and they are billed — see product samples for international buyers
- Charge and credit: you charge the courier cost and credit it against the first order
For qualified buyers, asking them to use their account is normal and reasonable.
The Invoice for Samples
Samples still need a proforma or commercial invoice for customs. Include:
- Sender and recipient details
- A clear description of each item
- Quantity and value
- Country of origin
- Reason for export — for example "Samples of no commercial value" only if genuinely true, or "Commercial samples"
- HS codes where possible
Declare honest values. Undervaluing samples to avoid duties can cause customs holds, penalties, and inconsistency with future commercial shipments.
Duties at Destination
Many countries charge duties and taxes on samples above certain thresholds, and some have special regimes for samples of no commercial value — for example items marked or made unusable for sale. Rules vary by country and change over time. Agree in advance who pays destination duties, so the buyer is not surprised by a charge before delivery.
💡 Mark samples clearly
For samples intended only for evaluation, marking them "Sample — not for resale" (where appropriate) and describing them accurately helps customs officers treat them correctly in countries with sample concessions.
Restricted and Regulated Items
Some products need extra care, even as samples:
- Food, plants, and seeds: may require phytosanitary or health certificates, or be refused entirely — check before sending. See phytosanitary certificate guide.
- Leather and animal products: some destinations restrict certain species or require documentation.
- Medical devices: may be subject to regulatory controls even as samples.
- Batteries, liquids, and aerosols: subject to dangerous goods rules.
- Knives and sharp instruments: some couriers and countries restrict them.
Ask the courier about restrictions for your product and destination before booking.
Packaging Samples
- Protect items individually
- Include a copy of the invoice and a short note identifying the buyer and the sample reference
- Include your contact details and a sample specification sheet inside the package
- Photograph the samples and packaging before sending
Tracking and Follow-Up
Share the tracking number with the buyer, monitor delivery, and follow up once it arrives. Samples that arrive without follow-up often sit unopened. See export sales follow-up.
Reducing Sample Shipping Costs
- Consolidate several buyers' samples if they are in the same country and a local contact can distribute them
- Send digital samples first — detailed photos, videos, and specifications — and physical samples only to qualified buyers
- Send swatches or components instead of complete products where possible
- Negotiate rates with couriers if you ship samples regularly
Frequently Asked Questions
Do samples need a commercial invoice?
Yes. Courier shipments of samples need an invoice describing the goods, their value, origin, and purpose, for customs clearance.
Will my buyer have to pay duty on samples?
Possibly. Many countries charge duties and taxes on samples above certain values, though some have concessions for samples of no commercial value. Agree who pays in advance.
Can I send food samples by courier?
Sometimes, but food and plant samples may need certificates or be restricted by the destination country or the courier. Check before sending.
Want an Experienced Hand on Your Next Shipment?
From quotations and Incoterms to documentation and payment terms, Hexaco Global helps exporters get the details right the first time. Tell us what you are shipping — we reply within 24 hours.
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