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International Sample Shipping Guide
Overview
SENO regularly receives international samples from breeders, pet shops, veterinary clinics, and distributors worldwide. Our team provides full shipping guidance and customs clearance documentation support. This guide covers packaging, documentation, CITES compliance, carrier selection, and country-specific restrictions.
General Timeline
| Step | Estimated Duration | Notes |
|---|
| Sample collection to dispatch | 1 day | Collect samples per guidelines; label clearly |
| International shipping | 3–5 business days | Courier (DHL, FedEx, UPS — door-to-door) |
| Customs processing | 2–3 business days | Varies by country; pre-clearance documentation helps |
| Laboratory testing | 1–2 business days | Most assays completed within 48 h of receipt |
| Reporting | 1 business day | Results delivered via email or online portal |
| Total turnaround | 7–10 business days | From dispatch to result receipt |
Step-by-Step Shipping Protocol
Step 1: Sample Collection and Preparation
| Sample Type | Collection Instructions | Minimum Required |
|---|
| Feathers | Pluck 3–5 feathers with intact follicles (visible bulb at base); place in clean paper envelope; label with bird ID | 3 feathers with visible follicles |
| Oral / cloacal swab | Swab target area for 10–15 seconds; place swab into tube with nucleic acid stabilization solution; seal tightly | 1 swab per test (2 for full panel) |
| Blood (FTA card) | Apply 2–3 drops of blood to FTA card circle; air-dry completely (30–60 min) before sealing | 1 circle with ≥ 1 cm diameter spot |
| Blood (liquid EDTA) | Collect in EDTA tube (not heparin); fill tube to at least 1/3 volume; mix gently | 100–200 µL whole blood |
Step 2: Primary Packaging
- Feathers: Paper envelope (never plastic — plastic causes condensation and mold) → seal → place in ziplock bag
- Swabs: Verify tube cap is fully tightened → wrap cap junction with parafilm (optional but recommended) → place in leak-proof secondary container
- Liquid blood: EDTA tube with tight cap → wrap with absorbent material (paper towel) → place in secondary leak-proof tube
- FTA card: Allow card to dry completely → place in original sleeve → seal in ziplock bag
Step 3: Secondary Packaging
All sample types must be enclosed in a secondary, leak-proof container:
| Material | Specification |
|---|
| Absorbent material | Sufficient to absorb entire contents of primary container (2× volume) |
| Secondary container | Watertight plastic bag or rigid plastic tube |
| Cushioning | Bubble wrap or foam, minimum 2 cm on all sides |
Step 4: Outer Packaging
- Use a sturdy corrugated cardboard box or padded courier envelope
- Label outer package as: "Biological Specimen, Category B" (UN3373) — required for swabs and blood
- Include the following inside the package:
- Completed submission form
- Commercial invoice (2 copies)
- Packing list
- Letter of explanation (provided by SENO)
Step 5: Documentation
Attach securely to the outside of the package:
- [ ] Courier airway bill (completed)
- [ ] UN3374 label (if applicable — liquid samples only)
- [ ] "This side up" directional arrows (if liquid)
- [ ] Shipper's declaration (contact SENO for template)
- [ ] Customs declaration form
- [ ] CITES permit (if required — see below)
Step 6: Dispatch
| Courier | Recommended For | Tracking | Notes |
|---|
| DHL | All destinations (best global coverage) | Yes | Most SENO clients use DHL Express |
| FedEx | Americas, Europe | Yes | Good alternative where DHL unavailable |
| UPS | Europe, Asia-Pacific | Yes | Competitive transit times |
| EMS | Budget option, available in most countries | Yes | Slower (5–10 business days) |
Country-Specific Requirements
| Country / Region | CITES Rules | Customs Declaration | Health Certificate | Sample Restrictions | Average Transit |
|---|
| Mainland China | CITES II+ require permit | Declare as "Laboratory Testing Samples, No Commercial Value" | Required for blood | No live birds; no CITES I without export permit | 3–5 days |
| Hong Kong | CITES II+ require permit | Low-value declaration sufficient | Not required (feathers/swabs) | No restrictions on non-CITES samples | 2–4 days |
| Taiwan | CITES applies | Commercial invoice + packing list | Required for any avian sample | Blood samples restricted; feathers/swabs OK | 3–5 days |
| Japan | CITES II+ require permit | Detailed contents declaration | Required for blood | Quarantine inspection possible | 3–4 days |
| South Korea | CITES applies | Import declaration required | Quarantine certificate mandatory | Blood requires import permit | 3–5 days |
| European Union | CITES II+ require EU import permit | CN22/CN23 customs form | Not required (feathers/swabs) | Blood requires health certificate | 2–4 days |
| United Kingdom | CITES II+ require import permit | Customs declaration code "3822.19" | Not required (feathers/swabs) | No restrictions on non-CITES | 3–5 days |
| USA | CITES II+ require USFWS import permit | Informal entry (≤ $2,500) | Not required (feathers/swabs) | Blood requires CDC evaluation | 2–4 days |
| Australia | Strict CITES enforcement | Import permit required | Biosecurity import permit mandatory | Feathers/quills only; blood prohibited | 5–7 days |
| Thailand | CITES II+ require permit | Commercial invoice | Required for any avian sample | Import permit needed for all samples | 3–5 days |
| Singapore | CITES II+ require permit | Normal commercial declaration | Not required (feathers/swabs) | No restrictions on non-CITES | 2–3 days |
| Malaysia | CITES applies | Customs declaration | Health certificate required | Import recommendation letter often needed | 3–5 days |
| Indonesia | CITES strict | Import permit required | Required | Complex clearance; contact SENO first | 5–7 days |
| Middle East (UAE, KSA) | CITES applies | Commercial invoice + certificate of origin | Required | Prior approval required; contact SENO | 4–6 days |
CITES Requirements
The Convention on International Trade in Endangered Species (CITES) regulates transport of samples from listed species.
| CITES Appendix | Species Examples | Permit Required | SENO Advice |
|---|
| Appendix I | Spix's Macaw, Philippine Eagle, some cockatoo species | Both export AND import permit required | Contact SENO before collecting — significant lead time needed (2–6 months) |
| Appendix II | Most parrots (African Grey, Amazon, Macaw, Cockatoo), some pigeon species | Export permit from country of origin required | SENO provides CITES declaration support; allow 4–8 weeks for permit processing |
| Appendix III | Country-specific listings | Export permit from listing country required | Check current CITES database for updated listings |
| Non-CITES | Racing pigeons (Columba livia domestica), chickens, ducks, most finches | No CITES permit | Normal shipping documentation sufficient |
CITES Documentation Process
| Step | Responsible Party | Timeline |
|---|
| 1. Determine CITES status of species | Client / SENO | Immediate |
| 2. Obtain export permit from country of origin | Client (with SENO support) | 4–8 weeks |
| 3. SENO provides letter stating testing purpose | SENO | 1–2 business days |
| 4. Submit permit applications | Client | 2–4 weeks processing |
| 5. Ship sample with original CITES permit | Client | Per permit validity period |
| 6. SENO retains copy of import permit for records | SENO | At sample arrival |
Customs Documentation Details
Required Documents
| Document | Purpose | Who Prepares | Notes |
|---|
| Commercial invoice | Customs valuation, contents declaration | Client (SENO provides template) | Declare as "Laboratory Testing Samples, No Commercial Value" |
| Packing list | Itemized contents | Client | Include species, sample type, quantity |
| Letter of explanation | Explains samples are for diagnostic testing | SENO (provided on request) | Use SENO letterhead; states samples will be disposed after testing |
| Health certificate | Veterinary clearance (required by some countries) | Local veterinarian | May need government veterinary authority stamp |
| CITES permit | Legal transport of CITES-listed species | Country's CITES Management Authority | Original required; digital copies not accepted by some customs |
| Airway bill | Courier shipping document | Courier / Client | Use correct UN3373 classification |
Customs Declaration Best Practices
- Description: "Diagnostic laboratory samples — avian feather/swab/blood — no commercial value"
- HS Code: 3822.19 (Diagnostic/Laboratory reagents)
- Value: Declare modest value (≤ $50 USD) for non-commercial samples
- Quantity: Accurate species and sample count
- Restricted: Do not declare as "biological waste" or "hazardous material" unless applicable
Packaging Instructions — Detailed
Feather Samples
- Place feathers in a clean paper envelope
- Seal envelope and label with bird ID(s)
- Place envelope(s) inside a padded mailer or small box
- No special temperature requirements — stable at ambient for > 30 days
Swab Samples
- Ensure swab tubes are sealed tightly
- Place in a sealable plastic bag with absorbent material (paper towel)
- Use insulated packaging with cold packs for warm-weather shipping (> 30°C ambient)
- Mark as "Biological Specimen, Category B" (UN3373)
Blood Samples (liquid)
- Primary container: EDTA tube, sealed with parafilm around cap
- Secondary container: Leak-proof tube with absorbent material surrounding primary tube
- Outer packaging: Rigid container with cushioning (minimum 2 cm all sides)
- Triple packaging required for liquid biological substances per IATA P620
FTA Card Samples
- Allow blood spot to dry completely (minimum 30 min at room temperature)
- Place card in original protective sleeve
- Seal sleeve in ziplock bag with desiccant pack
- No cold chain required; stable for years at ambient temperature
Shipping Tips
- Send multiple samples together — reduces per-sample shipping cost
- Avoid weekend arrivals — Monday–Thursday delivery preferred
- Declare as "Laboratory Testing Samples, No Commercial Value"
- Contact SENO first — receive current shipping instructions before sending
- Use a courier account (DHL/FedEx/UPS) for tracking and insurance
- Print labels clearly with SENO's full laboratory address and contact phone number
Prohibited Shipments
- Samples from CITES Appendix I species without valid export permit
- Live birds (feathers, swabs, and blood only — no whole animals)
- Samples in hazardous or leaking containers
- Samples with insufficient labeling (must include species, sample type, and sender)
- Samples with visible mold or fungal growth
- Syringes or sharps without proper sharps container
Cross-References
This document is maintained by SENO's Logistics and Client Services teams. Shipping requirements change periodically. For the most current instructions, contact shipping@senobio.com before dispatching any international shipment.