How to ship samples internationally from Singapore: A complete guide

Shipping product samples is an essential practice for any Singaporean business with global aspirations. Companies rely on them to test international markets, secure major buyers, and support vital research and development (R&D) projects. However, moving these items across borders is challenging: strict customs rules, detailed documentation, and proper packaging are all critical. This guide breaks down the process for shipping samples internationally, positioning DHL Express as your trusted partner for moving time-sensitive, high-value, or regulated materials.

What counts as a sample?

Trade samples are defined by Singapore Customs as items not intended for sale, but rather used strictly for demonstration, testing, or promotion¹. Understanding this classification is crucial, as it determines eligibility for duty and tax relief.

The primary criteria for samples to be exempt from duties and taxes usually involve two elements:

• Value: The sample must generally be of negligible or small value.
• Purpose: It must be clearly marked as "Sample – No Commercial Value," confirming it is not intended for commercial use or resale.

This clear distinction separates a true product sample from a commercial shipment. When moving these goods, it is critical to note that even if an item is shipped free of charge, if it carries significant market value and is not an actual sample (e.g., a whole unit intended for display), duties may still apply. This is why clear documentation declaring "No commercial value" is non-negotiable.

Here are the common categories of product samples shipped internationally:

• Fabrics and textiles: Used for quality assessment or swatches.
• Product prototypes: Pre-production models for testing and inspection.
• Chemical samples: Small vials or containers for lab analysis.
• Food or beverage samples: Items used for sensory testing or market approval.
• Lab and medical samples: Materials required for research and diagnostics such as biological samples.

Customs regulations and paperwork for shipping samples

Customs compliance is the most complex hurdle when you need to know how to ship samples. Misdeclaration or incomplete paperwork can lead to significant delays, fines, or even confiscation, jeopardizing your market entry strategy.

Essential documentation and classification

The commercial invoice for sample goods is the single most important document for customs clearance. It must be clearly marked: “Sample – Not For Resale” and must accurately reflect the value (or negligible value) and purpose.

• Permits/licenses: Original permits and licenses are mandatory where applicable (e.g., for controlled chemicals, medical samples, or certain bioproducts).
• Accurate classification: You must always declare accurate product descriptions and Harmonized System (HS) codes. Guesswork here is severely penalized, as the correct HS code determines the applicable duties and compliance checks globally.

Import duty exemptions

For shipping free samples, most countries, including Singapore, offer relief from import duty and Goods and Services Tax (GST) for samples of negligible value. However, this tax relief is never automatic; it relies entirely on the correct declaration and supporting documentation that proves the sample is strictly not for commercial consumption. Without this compliance, full commercial duties and taxes will be applied.

Top tips for Singaporean businesses shipping samples

A robust samples shipping strategy ensures compliance and protects your brand reputation.

Compliance

Working with a reliable partner is one of the most effective ways to follow shipping instructions, especially when shipping restricted or regulated items.

• Customs vetting: Before preparing the shipment, double-check your product category against Singapore Customs regulations. Determine if your sample falls under the Controlled Goods List (e.g., certain chemicals, medical supplies, or food products). Note that controlled items always require a permit from the relevant Competent Authority (CA), regardless of their value.
• Pre-pickup preparation: Prepare all invoices and permits before pickup is scheduled to avoid delays in processing. Ensure your commercial invoice clearly matches the contents, and all necessary licenses (e.g., for chemicals or medical samples) are obtained prior to collection.
• Global planning: Plan ahead if sending to countries with stricter customs rules, allowing buffer time for regulatory scrutiny. Many major markets (e.g., EU, USA) have complex biosecurity or chemical registration requirements that demand proactive preparation.
• Partner selection: Work with a reliable partner like DHL, especially when shipping restricted or regulated items, as our customs brokerage services can manage documentation and compliance checks proactively.

Packaging and labelling

Proper packaging is essential for safeguarding your investment and ensuring the shipment sample arrives intact.

• Protective packaging: Use sturdy packaging for fragile samples, such as product prototypes or glassware. Always use void fillers to immobilize items and prevent shifting during transit.
• Dangerous Goods (DG) protocol: For chemicals and lab samples, strictly follow the Dangerous Goods packaging rules, using UN-certified containers and applying appropriate hazard labels. Non-compliance in this area can lead to immediate fines and shipment destruction.
• Cost optimization: For fabrics or lightweight materials, use compact, protective packaging to minimize volumetric costs by reducing the chargeable weight.
• Customs labelling: Ensure the package is marked with "Sample – No Commercial Value" where applicable. This clear marking on the outer packaging and the commercial invoice is vital for securing duty exemption at the destination.

Ship your samples with confidence

Moving critical product samples is fundamental to business growth and innovation, but the logistical hurdles can be significant. By following these sample shipping guidelines, compliance becomes manageable.

DHL Express helps businesses ship these items quickly, securely, and with minimal hassle. Our expertise in global logistics ensures your shipment sample moves efficiently through international shipping and customs. Every piece of high-value cargo moved with us benefits from real-time visibility, allowing you to track parcel status and giving you and your partners complete peace of mind.