When it comes to international sample shipping for genetic testing, ensuring that your shipment arrives safely, on time, and without customs delays is crucial. Many laboratories, physicians, and institutions encounter challenges during the shipping process, from improper documentation to customs clearance issues. This guide outlines each step in detail to help you successfully navigate the shipping process and ensure your samples reach us at Sapiens Genetics without any hitches.
Why Does This Matter?
Sapiens Genetics receives countless genetic samples from around the world. From clinical labs to hospitals, our partners trust us to handle these valuable specimens with care. However, missteps in packaging, documentation, or communication can lead to significant delays at customs, missed testing windows, and frustration for all parties involved.
Here’s a step-by-step guide to help you master the process and avoid the pitfalls commonly associated with international shipping.
1. The Essential Checklist: Prepare Before You Ship
Before packaging your samples, ensure that all required documents and information are prepared and double-checked. Missing paperwork or incomplete forms can cause significant delays in customs, so take extra care during this stage.
Ensure the following items are ready:
- Labeled Patient Sample: Include the patient’s full name and date of birth on each sample tube or container.
- Order Form: The completed Test Request Form should accompany the shipment.
- Consent Form: Signed patient consent forms are required for legal and ethical compliance.
- Verification: Cross-check patient details, submitting physician information, and the billing recipient.
- Clinical & Family History: Include detailed clinical and family history, as this is crucial for genetic analysis.
Tip: Keeping a digital copy of all forms helps mitigate any issues in case physical documents are lost or damaged.
2. Proper Packaging: Protect Your Sample
Packaging samples correctly ensures they arrive in optimal condition and comply with international regulations. Mishandling in transit can compromise the integrity of the sample, leading to inaccurate results or delays.
Packaging Process:
- Primary Packaging: Secure the samples in sealed, leak-proof containers, such as zipped plastic bags.
- Secondary Packaging: Place the sample in a sturdy box (preferably not exceeding 12x12x12cm), cushioned to prevent movement during transit.
- Final Step: Label the outer box with “UN3373” to meet international shipping standards for biological substances.
If you need a pre-labeled shipping box, Sapiens Transfer Boxes with the UN3373 label are available. We can ship them to you within 10-15 days. Contact us at international@sapiens.com.tr to place an order.
3. Accurate Shipping Description: Avoid Confusion at Customs
Customs officials will carefully review the package description. Using incorrect or vague descriptions can cause delays or even rejection of the shipment. Make sure to include the following:
- Write “Exempt Human Specimen, Human Blood Sample for Diagnosis, non-hazardous/non-infectious” in the shipping description. This informs customs that the sample is non-infectious and exempt from stricter controls.
4. Proforma Invoice: The Key to Hassle-Free Customs Clearance
A Proforma Invoice is mandatory for all international shipments, as it outlines the value of the contents and helps clear customs. Be sure to indicate a nominal value of 1 USD to simplify the process.
To create the invoice:
- You can easily generate it while booking your shipment online with DHL or FedEx.
- Alternatively, you can download our Proforma Invoice Template and fill in the necessary details.
5. Courier Coordination: Choose DHL or FedEx for Reliable Service
Using a trusted courier service is essential for timely and secure delivery. Both DHL and FedEx are experienced with international biological sample shipments.
Here’s how to set up your shipment:
- DHL/FedEx Account: Create or log into your courier account to streamline future shipments.
- Shipment Creation: Enter sender and recipient details, including name, address, and contact information.
- Proforma Invoice: Generate the invoice directly through the courier platform or upload it if using our template.
- Schedule Pickup: Use the courier’s online platform to schedule a pickup (typically within 3-5 business days).
- Courier Handover: Provide the courier with three copies of the invoice and hand over the sample package.
By maintaining clear communication with the courier service and tracking the shipment in real time, you can mitigate the risk of delays or misplacement.
6. Where to Send the Sample
All samples should be shipped to the following address:
- Recipient: SAPIENS GENETIK VE SAGLIK HIZMETLERI A.S.
- Address: Eski Buyukdere Cad. IZ Plaza GIZ No:9/6, 34398 Maslak, Istanbul, TURKEY
- Phone: +90 212 276 01 66
- Email: international@sapiens.com.tr, info@sapiens.com.tr
We also provide account numbers for both DHL and FedEx upon request to facilitate faster processing.
7. Communication & Results: Stay in the Loop
After the shipment has been dispatched, please email the tracking number to us at international@sapiens.com.tr. We will notify you once the samples have arrived, and you can expect to receive the genetic test results via email directly to the designated provider.
Common Pitfalls to Avoid:
- Incomplete Documentation: Always double-check that all forms and invoices are filled out and attached.
- Incorrect Packaging: Ensure the sample is cushioned and labeled correctly to prevent damage or delays.
- Proforma Invoice Errors: If the value of the sample is listed incorrectly, customs may impose unnecessary duties.
- Failure to Track: Keep the tracking number handy to monitor the shipment’s progress and preempt any delays.
Conclusion: Partnering with Experts
Shipping biological samples internationally doesn’t need to be a source of stress. With the right preparation, documentation, and courier coordination, the process can be straightforward and efficient. At Sapiens Genetics, we handle hundreds of international shipments and have honed our process to make it as smooth as possible.
Whether you’re a physician, laboratory, or healthcare institution, we are here to help ensure your genetic samples reach us safely, and your patients receive the timely results they need. By following these instructions, you’ll not only avoid common pitfalls but also partner with experts who make sample handling and shipping seamless.
You can download the complete instructions by clicking here.
For any further questions, don’t hesitate to contact our international support team at international@sapiens.com.tr.
Please note that the information provided in these instructions is for advisory purposes only. For the most accurate and compliant procedures, it is essential to adhere to the specific regulations and legal requirements of your country when preparing and shipping samples.
