Shipping Natural History Specimens

Published: September 12, 2026    Legislation and Regulations, Wiki Home

Contents

Statement of Purpose

This page contains an overview of shipping natural history specimens.

Contributors

Dirk Neumann, Jeremy Kisala, Peter Giere, Stephanie Carson, Jacqueline Miller, Benjamin Hess, Breda Zimkus

Disclaimer

Regulations constantly change, so always consult the current versions and contact the relevant authorities for clarification. The information provided below should not be considered comprehensive and may be out of date. It is recommended that shippers confer with colleagues in the destination country since they would be most familiar with the requirements.

Shipping Basics

Basic considerations for packaging:

  • Remove any old labels, addresses, and barcodes. 
  • Packages are sorted on large conveyor belts and may be cut open on the bottom side for inspection. 
  • Be sure to use sturdy cardboard boxes and sufficient cushioning on all sides. 

International operating carriers (e.g., FedEx, UPS, DHL Express) may have divergent regulations/provisions for specific countries and may provide certain shipping options only for contracted customers. Shipping of Biological Substance, Category B (UN3373) is widely accepted but may be regulated by single carriers/airlines.

All information needed for customs clearance (i.e., the mandatory process of declaring, inspecting, and approving goods entering or leaving a country) must be attached in an accessible location on the outside of the package. Some customs authorities (e.g., Germany) demand that shipping documents and the (air) waybill are included in the same shipping pouch that is affixed to the outside of the package. If required, include specific import documentation for the country of destination. Customs may not open any other pouch attached unless clearly marked to contain relevant information needed for customs clearance. Include copies of permits, original loan form/invoice, shipping invoice/packing list, air waybill, and other documentation inside the package.

Shipping Documentation

Shipping documentation should include:

  • Information on initial fixation and preservation method
  • Information on proposed usage of samples (e.g., morphological/molecular research)
  • Non-pathogen, non-infectious, non-venomous nature of samples
  • Country of Origin (i.e., museum or institution initiating the shipment; not the country where the specimens originated)
  • Declared value for customs purposes
  • IATA specifications if required (for alcohol preserved materials)
  • Custom tariff code (e.g., Harmonized system (HS) code) 
  • Conservation status (e.g., CITES and any additional information such as institutional CITES registration)
  • Original forms or documents if they are relevant for returning international loans
  • Complete contact information of shipper and receiver (phone and email)

The shipping documentation usually is summarised in a customs declaration or customs clearance statement. Some carriers (e.g., FedEx, DHL Express) require that this information is included in a Proforma Invoice. Commercial invoices should be avoided as they are issued for commercially traded goods. If issuance of a Commercial Invoice cannot be avoided, the invoice should include a clear statement that the included scientific specimens are not traded goods, have no commercial value, and are not for resale.

NOTE: It is advantageous to combine as many of these points into a single Certification Statement. This statement can be done by the individual packing the material or the individual who collected the material. Depending upon the country receiving the material, this may be required by regulatory agencies (e.g., CDC, USDA). 

Some countries have specific import documentation that must be completed. For country-specific shipping requirements, see:

Hazardous Materials

Non-infectious specimens containing small quantities of ethanol and formalin (must contain less than 10% formaldehyde; standard 10% neutral buffered formalin contains roughly 4% formaldehyde gas and is acceptable) may be shipped or hand-carried by air under IATA Special Provision A180. You must be trained in sending ethanol materials (full IATA certification is no longer required) and follow specific packing requirements. The package must be marked “scientific research specimens, not restricted, Special Provision A180 applies.” If shipping or hand-carrying within a specific country, the regulations may be similar but could be enforced under a different domestic law (e.g., 49 CFR 173.4 within the U.S.). Fresh and/or potentially infectious samples (e.g., tissues/blood of cervids or birds) can be shipped using standardized packaging for UN3373 consignments. Countries may have taxon-specific or country-specific restrictions on imports that should be checked before shipping specimens. This may also be relevant for specimens returned from fieldwork via air transport or air cargo. See Shipping and Handling of Dangerous Goods for more information.

Restricted or Regulated Species

Before shipping, confirm that the import or transport of the taxa is not restricted or regulated to prevent the introduction of invasive species, agricultural pests, or zoonotic diseases (e.g., avian influenza, African swine fever). For example, the import and export of species listed under the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES) require permits that vary by listing, including Appendix I, II, and III; see CITES for more information.