Logistics and Shipping

Questions about sample packaging and shipment

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Table of Contents

What is the shipping address for sending samples? Which company should I choose for shipping my samples? How much sample material should I send? Do I need to include a proforma invoice with my shipment? For shipments from outside the EU: For shipments within the EU: What should the proforma invoice include? Why is the declared value important in the proforma invoice? What if I don't include a proforma invoice? Can I use my institution's official proforma invoice template? Where can I find a proforma invoice template? How should I prepare and package my samples? What shipping carrier should I use? Can the samples be returned after measurement? What should I do if I have issues with shipping?

What is the shipping address for sending samples?

The shipping address for sending samples is provided to you only after your request has been accepted in our system. Once your request is accepted, you will receive an email titled "Request Accepted" containing the complete shipping address and detailed instructions.

Why do you only provide the shipping address after my request is accepted?

We follow this process for quality control and safety reasons:

We first review each sample request to ensure we can properly process the materials you plan to send. This prevents situations where samples might be shipped that we cannot handle due to technical limitations or safety concerns.
By reviewing in advance, we ensure that all the necessary information regarding the handling of the samples, such as the storage and preparation of the samples in the glovebox, is available and that the samples can be handled properly on arrival.
Different samples may require different documentation, especially for international shipments.

This systematic approach ensures efficient processing, saves both your time and resources, and helps us provide you with the best possible service for your measurement needs.

Which company should I choose for shipping my samples?

To prevent potential refusal of samples by the French carrier, we recommend using a reliable international courier such as DHL, UPS or FedEx instead of the national postal service

How much sample material should I send?

For optimal measurements, the recommended sample quantities are:

Recommended Amount:

30-50 mg of sample material is typically recommended
It's better to provide slightly more material, especially for samples that are statically charged, as this makes loading easier

Requirements:

It is possible to work with less than 30 mg, but the sample wells must be completely filled
For low-density samples, even 10–20 mg might be sufficient
The critical factor is filling the sample holder wells, which are approximately 2.5 mm diameter and 1 mm thickness

It's helpful to compare your available sample volume with the pictures in the shipping instruction guide

Samples should be in powder or polycrystalline solid form
For shipping, use transparent glass or plastic containers with at least a 5 mm opening and a maximum length of 5 cm
Labels should be printed and partially placed so the contents remain visible

Remember that the samples cannot be returned after measurement, so it's advisable to send only the amount required for 1–2 measurements (just in case).

Do I need to include a proforma invoice with my shipment?

For shipments from outside the EU:

Yes, you must include a proforma invoice (example here) with your shipment if you are sending samples from outside the European Union. The carrier may ask for it when the package is sent. For customs purposes, you should declare a minimal value, typically €1 or $1 per sample, to avoid excessive import taxes. This document is essential for customs clearance and should be:

Attached to the outside of the package (not placed inside)
Clearly visible for customs officials
Printed rather than handwritten (though tracking numbers and certain details may be added by hand if necessary)
Please send a copy to us at team@momentum-transfer.com

For shipments within the EU:

No proforma invoice is required for shipments between EU member states, as these are considered internal transfers within the single market.

What should the proforma invoice include?

If sending from outside the EU, your proforma invoice (example here) should contain:

Sender details: Your full name, institution, address, and contact information
Recipient details: Our complete address as provided in the "Request Accepted" email
Sample description: Brief, accurate description of the contents (e.g., "Research samples for scientific analysis")
Quantity: Number of samples included
Declared value: To minimize import taxes, declare a minimal value of €1 or $1 per sample
Shipment reference number: The tracking number provided by your courier
Total invoice amount: The total declared value of all samples
Statement of purpose: Indicate "Samples for scientific research - No commercial value"

Why is the declared value important in the proforma invoice?

Declaring a minimal value (typically €1 or $1 per sample) is recommended to avoid excessive import taxes. Since these are research samples with no commercial value, this practice is standard and appropriate. Higher declared values may result in unnecessary customs fees that could delay your shipment.

What if I don't include a proforma invoice?

Without a proper proforma invoice, your shipment may:

Be held at customs
Incur significant delays
Potentially be returned to sender
Result in additional fees or taxes

Can I use my institution's official proforma invoice template?

Yes, you can use your institution's template as long as it includes all the required information listed above. However, please ensure you still declare a minimal value for the samples to avoid unnecessary customs charges.

You can also use the template we have provided, linked here.

Where can I find a proforma invoice template?

We provide a standard proforma invoice template in the "Request Accepted" email. If you need the template before receiving the email, you can find it here.

How should I prepare and package my samples?

For shipping, use transparent glass or plastic containers with at least a 5 mm opening and a maximum length of 5 cm. Labels should be printed and placed so the contents of the vial remain visible. Please refer to the sample preparation guide available here.

What shipping carrier should I use?

We recommend to use DHL or FedEx. Other private carriers such as UPS are also okay. It is recommended to avoid national postal services, as they more often cause delays or complications with deliveries.

Can the samples be returned after measurement?

Unfortunately, our policy is not to return samples after measurements. It is advised to send only the amount required for 1–2 measurements (just in case). If you absolutely need sample returned due to value, scarcity, or other special reasons, please contact us to discuss at team@momentum-transfer.com to discuss.

What should I do if I have issues with shipping?

If you encounter any issues with shipping, please contact us immediately at team@momentum-transfer.com. We will do our best to assist you and provide guidance on how to resolve the situation.

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