One of the most important steps to start exporting is undoubtedly the sample sending process. There are important issues you should pay attention to in order to manage this process well and send samples to your customer without any problems.

Preparing a Proforma in the Sample Sending Process

The most important step for your sample shipments abroad is undoubtedly preparing a proforma. It is accepted as the main declaration for the customs of the destination country, and your transactions are carried out based on this document. Therefore, this document must be filled out flawlessly.

If the recipient is an individual: recipient contact details, telephone, and email information 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 to be filled. You can state here 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 apply during the customs clearance process. Even if this information is written, tax may occur for the product depending on the country of destination, the legislation, and the customs officer's evaluation of the product, which might classify it as having commercial value.

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 as GTIP in Turkey.

Things to Consider in Sample Sending

You should pay attention to 2 aspects when sending samples. We can explain them as follows:

Product Packaging

Product packaging must be done according to international norms and rules in order for the product to be delivered in a healthy condition. Another issue to consider when packaging products should be the cost.

The value to be considered in cargo shipping fees is called "chargeable weight". By comparing the volumetric value with the actual weight of the product, the transactions are made based on whichever value is greater. 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 fee for a box measuring 40 x 50 x 50 cm and weighing 15 kg is 50 x 50 x 50 / 5000 = 20; the calculation is made based on 20 kg, not 15 kg. Therefore, by using appropriate boxing (as far as product dimensions allow), you can benefit from more affordable shipping fees.

Shipments Other Than General Cargo

Just a proforma is not sufficient for sample shipments other than general cargo. If it is an agricultural product, food certificates obtained from the necessary places are required, and if it is in the dangerous goods class, the MSDS form and regulatory documents specific to the product must be prepared.

By entering the required information into Navlungo's instant quoting module, you can quickly get a quote and calculate your sample shipping costs.