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One of the most important steps in starting exports is undoubtedly the sample shipment process. There are important issues you need to pay attention to in order to manage this process well and send samples to your customer without any problems.
Preparing a Proforma Invoice in the Sample Shipment Process
The most important step for sample shipments to be made abroad is undoubtedly preparing a proforma invoice. It is accepted as the main declaration for the customs of the country of dispatch and your transactions are carried out based on this document. Therefore, this document must be completed flawlessly.
If you are sending to an individual, the recipient's contact information, telephone, and email details must be obtained; if the recipient is a company, the recipient's tax number must additionally be specified. At the same time, information about the product sent must be included on the proforma.
The product description should be written in detail. The reason for shipment is one of the most important fields that must be filled. Here, you can specify that it is a sample. If it is a personal item shipment, it is highly recommended to write "personal effect, no commercial value" on the proforma.
Otherwise, charges may occur during the customs clearance process. Even if this information is written, a tax may arise for the product due to the destination country, packaging regulations, and the customs officer's classification of the product as of commercial value after evaluation.
For European Union countries, values over 22 Euros are subject to tax. This figure is set at 800 USD for the United States. If there is a customs tariff code for the material to be shipped, it is a parameter that must be specified. It is known as the HS code abroad and GTIP in Turkey.
Things to Consider in Sample Shipment
You should pay attention to 2 main issues when shipping samples. We can explain them as follows:
Product Packaging
Product packaging must be done in accordance with international norms and rules so that the product can be delivered safely. Another issue to consider when packaging the product should be the cost.
The value to be considered in shipping costs is called the "chargeable weight". By comparing the volumetric weight with the actual weight of the product, transactions are carried out based on whichever value is larger. This value is calculated as follows.
Volumetric Calculation = Width x Length x Height / 5000 [cm]
To give an example, the value to be used in calculating the shipping cost of a box measuring 40 x 50 x 50 cm and weighing 15 kg is 50 x 50 x 50 / 5000 = 20, and the calculation is made based on 20 kg, not 15 kg. Therefore, by using appropriate boxing (to the extent permitted by product dimensions), you can benefit from more affordable shipping rates.
Shipments Other Than General Cargo
Just a proforma invoice is not sufficient for sample shipments other than general cargo. If it is an agricultural product, food certificates obtained from the necessary authorities are required; if it is classified as a hazardous substance, the MSDS form and specific documents generated for the product must be prepared.
With Navlungo's instant quoting module, you can quickly get a quote by entering the required information and calculate your sample shipment costs.
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Emrah Arslan
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