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HIPNet Shipping Survey Results

HIPNET Home | Members | Meetings | Resources | RHGateway | Last Updated 8/28/2007

Fourteen people responded to the HIPNet Shipping Survey. Of those respondents, 8 have had problems getting materials delivered to their clients. The countries in which respondents regularly experience problems with shipping include:

• Peru (3 respondents)
• Kazakhstan (2 respondents)
• Ukraine (2 respondents)
• Nigeria (2 respondents)
• Mali (1 respondents)
• Ethiopia (1 respondents)
• Ghana (1 respondents)
• Kenya (1 respondents)
• Mexico (1 respondents)
• Columbia (1 respondents)
• Russia (1 respondents)
• Canada (1 respondents)

The types of problems that respondents have experienced include inspection of materials (7/14 respondents), needing to pay unexpected charges (4/14), needing to ship materials back (4/14), needing to abandon a shipment (3/14), and a 3-4 week withholding of materials by customs (1/14).

Descriptions of these situations include:

• Paper business documents were sent to Columbia. Customs could not match a contact telephone number to the recipient’s address and tried to return the shipment.
• A box of business documents for a tradeshow was sent to Canada. Customs charged duties and taxes even though the items feel under temporary shipment.
• Computers and accessories were sent to Kenya. Sender was notified that the shipment needed to be inspected a month after the shipment arrived in Kenya. No fines were imposed, since that was the sender’s first notice of inspections.

Shipping company

• Work closely with shipping carrier to resolve custom delays.
• If time is not an issue, use an international shipping company instead of DHL/FedEx/UPS.
• Use a carrier that offers options to dispute a bill.
• Work with SGS to help with proper paperwork to streamline the process.
• Avoid shipping important materials though private carriers; instead rely on staff to carry materials as part of their excess baggage when flying.
• Use “remail services which seem to handle any problems that might arise.
• Establish good relations with the shipping carrier’s representative – key to preventing delays or unexpected fees.
• Use Federal Express’ International Mail Service (FIMS). The individual envelopes/boxes cannot be tracked individually, but undeliverable items are returned after sometimes a lengthy period, but not in large numbers. FIMS delivery times are quoted as 7-11 days (standard) or 4-7 days (premium). Cost varies based on weight of shipment and total number of pieces. One benefit of FIMS is not having to fill out USPS customs forms; you only have to fill out FIMS label for your total shipment.

• Always be sure to fill out ALL the proper paperwork for each country.
• Always fill out paperwork in its entirety.
• Affix multiple copies of paperwork on each package.
• Ensure that recipient’s correct address and phone number are included.
• Ensure that bulk shipments sent to PO Boxes have a contact name and phone number.
• Ensure that mailing labels include a telephone number
• Include a letter of donation.
• Provide official letters documenting the materials as humanitarian aid.

• Make sure CDs are not in the package.
• Make sure the recipient of any large shipments has duty free status before shipping.
• Leave plenty of time for shipping delays.

Disclaimer: The information provided on this web site is not official U.S. Government information and does not represent the views or positions of the U.S. Agency for International Development or the U.S. Government.