Shipping a chemical sample safely starts with classification. If the sample is not a dangerous good, it can usually go by courier with an SDS and a non-DG declaration. If it is a dangerous good, it must be packed, marked and documented under the air dangerous goods rules by trained staff, and sent with a courier that accepts it.
Most samples go by air, so the air rules apply even for a few hundred grams.
Non-hazardous samples
- Pack the sample in a leak-proof primary container, such as a sealed HDPE bottle or a double-bagged pouch.
- Place it in a strong outer box with absorbent material for liquids.
- Label the sample with product name, batch number and quantity.
- Attach the SDS and a non-DG declaration stating the sample is not restricted for air transport. See non-DG certificates.
- Include a proforma invoice for customs, describing the sample accurately with its HS code.
Hazardous samples
Flammable, corrosive, toxic or oxidising samples are dangerous goods. The International Air Transport Association's Dangerous Goods Regulations govern them by air. They allow some small quantities to move under reduced conditions, but the rules are detailed and depend on the substance and class.
- Only staff trained in dangerous goods may pack and declare the shipment.
- The pack must meet the rules for the class, often a UN-specification pack.
- The outer box needs the correct marks and hazard labels.
- The shipper signs a dangerous goods declaration where one is required.
- Some substances cannot fly at all, or only on cargo aircraft.
Many express couriers do not accept dangerous goods from every origin or to every destination. Some specialist forwarders do. Confirm acceptance before the sample is packed. Our article on shipping hazardous chemicals by air covers this in more depth.
Common mistakes
- Declaring a hazardous sample as non-hazardous to get it accepted, which is illegal and dangerous.
- Using food or drink bottles, which leak and confuse handlers.
- Leaving off the batch number, so the sample cannot be traced to production.
- Sending no SDS, which causes customs and courier delays.
- Undervaluing or vaguely describing the sample, which causes customs holds.
Who is responsible
The shipper is legally responsible for correct classification and declaration. Ask the supplier to confirm the classification in writing, and check it against the SDS. If in doubt, ask a dangerous goods specialist or your forwarder before shipping.
Customs for samples
Samples still clear customs at both ends. The Indian shipper needs an invoice that describes the sample accurately, with a value for customs purposes even if no payment is due. Your customs authority may ask for the SDS, the HS code and, for some substances, import permits or chemical registration status. Some countries restrict import of specific chemicals even in small quantities. Ask your customs broker before the sample is sent, so it does not sit in a warehouse or come back to India.
Next step
We arrange samples from verified plants and check the paperwork before they leave. Book a free sourcing review.