Shipping of Samples

Please note Eve Technologies and FedEx closures for 2024: March 29 (Good Friday), May 20 (Victoria Day), July 01 (Canada Day), August 05 (Heritage Day), September 02 (Labour Day), September 30 (National Truth and Reconciliation Day – FedEx closure only), October 14 (Thanksgiving), November 11 (Remembrance Day), December TBA (Laboratory Holiday closure dates).

To ensure sample integrity and timely arrival, it is recommended that samples be shipped on dry ice via overnight delivery service on Monday or Tuesday. (Monday only for Overseas)

Triple packaging is required when shipping biological samples.

PART 1: Packing Samples for Shipping

1. Place prepared samples in a small 96 well sample box/boxes -samples in just plastic bags can be crushed by the dry ice. Refer to our Sample Preparation Guide for instructions on how to prepare samples for analysis prior to shipping.
2. Place two absorbent paper towels (or more if needed) around the sample box(es). Secure with an elastic band.
3. Place the sample box(es) inside a large plastic bag. Remove air from the plastic bag and secure closed.

PART 2: Preparing the Shipping Container

1. Place prepared packaged sample box(es) in a larger Styrofoam® box
2. Add the Minimum dry ice as follows:
   • If shipping from within Canada: 5-7 kg (10-15 lbs)
   • If shipping from the USA: 6-7 kg (12-15 lbs)
   • If shipping international/overseas: 15 kg (33 lbs)
3. Place lid on Styrofoam® box (do not secure the Styrofoam® lid with tape.)
4. Place Styrofoam® box inside a cardboard shipping container
5. Place the following documents inside the cardboard shipping container on top of the Styrofoam® lid:
   • Packing slip with order number and other relevant client details for identification
   • A detailed sample list
6. Affix the following labels to the outside of the box:
   • Dry Ice Label UN1845
   • Address Label
   • For non-infectious samples: Exempt Animal Specimen Label OR Exempt Human Specimen Label
   • For infectious samples and if applicable: UN3373 Label
   • A clear plastic shipping envelope
7. Fold and insert the following documents in the clear plastic shipping envelope attached to the outside of the box. See the “Forms and Documents” section below for additional information regarding the following:
   • Waybill (minus the top copy which you will keep for your records)
   • 3 copies of the Commercial Invoice (when using)
   • 3 copies of the Declaration of Biological Shipments (when using)
   • Destination Control Statement (USA)
8. Tape the shipping container closed with packing tape. Tape the bottom flaps of the shipping container if needed.

PART 3: Forms and Documents

It’s crucial to consult with the appropriate regulatory authorities and comply with any applicable export control laws and regulations when shipping biological samples internationally/transborder. For permits or zoosanitary certificates that may be required, please consult AIRS at: https://airssari.inspection.gc.ca/airs_external/english/decisions-eng.aspx

Waybill Guidelines: CANADA

This Waybill section is specific for shipping with FedEx using FedEx’s Intra-Canada Waybill.  If you are not shipping with FedEx, consult your shipping company for more information.

• Section 1: From
  • fill in the shipping date
  • fill in your FedEx account number
  • fill in all remaining lines detailing all relevant information pertaining to you
• Section 2: To
  • fill in with Eve Technologies’ name, address, phone number, and email address (Shipping & Receiving, Eve Technologies, 3415A – 3 Ave N.W. Calgary, AB Canada T2N 0M4, 587-975-8850, [email protected])
• Section 3: Shipment Information
  • fill in the total number of packages (usually “1”)
  • fill in the total weight, check the “lbs.” or “kg” box depending on the units of measurement you are using
  • fill in the dimensions (in inches), check the “in” box
  • on the Total Declared Value line, fill in “$1.00”
• Section 4a: Express Package Service
  • check the “FedEx Priority Overnight” box
• Section 5: Packaging
  • check the “other” box and write “cardboard box with Styrofoam® insert”
• Section 6: Special Handling and Delivery Signature Options
  • check the “Dry Ice” box
  • fill in the number of packages (usually “1”) and the dry ice weight
  • for non-infectious samples, check the “Yes, Shipper’s Declaration not required” box
  • for infectious samples, check the “Yes, as per attached Shipper’s Declaration” box
  • check the “Description” box and state the species and sample type and include the phrase ‘non-infectious, no commercial value’
• Section 7: Payment
  • check the “Sender” box to indicate transportation charges are to be paid by the sender
  • fill in your account number. Any shipping charges incurred by Eve Technologies will be added to your invoice.

Retain the top copy of the waybill for your records. Note the FedEx tracking number located above section 5 so that you are able to track your package during transit.

Waybill Guidelines: USA/INTERNATIONAL/OVERSEAS

This Waybill section is specific for shipping with FedEx using FedEx’s Expanded Service International Waybill. If you are not shipping with FedEx, consult your shipping company for more information.

• Section 1: From
  • fill in the shipping date
  • fill in your FedEx account number
  • fill in all remaining lines detailing all relevant information pertaining to you
• Section 2: To
  • fill in with Eve Technologies’ name, address, phone number, and email address (Shipping & Receiving, Eve Technologies, 3415A – 3 Ave N.W. Calgary, AB Canada T2N 0M4, 587-975-8850, [email protected])
• Section 3: Shipment Information
  • fill in the total number of packages (usually “1”)
  • fill in the total weight, check the “lbs.” or “kg” box depending on the units of measurement you are using
  • fill in the dimensions (in inches), check the “in” box
  • under Commodity Description, for non-infectious samples, state the species and sample type, non-infectious, no commercial value (example: Human serum, non-infectious, no commercial value). 
  • under Commodity Description, for infectious samples, state the species and sample type, infectious, no commercial value (example: Human serum, infectious, no commercial value).
  • fill in the Country of Manufacture (most often “USA”)
  • fill in the Value for Customs, Total Declared Value for Carriage, and Total Declared Value for Customs as “$1.00”
• Section 4a: Express Package Service
  • check the “FedEx Intl. Priority” box
• Section 5: Packaging
  • check the “other” box and write “cardboard box with Styrofoam® insert”
• Section 6a: Special Handling and Delivery Signature Options
  • check the “Dry Ice” box
  • fill in the number of packages (usually “1”) and the dry ice weight in kg
  • for non-infectious samples, check the “Yes, Shipper’s Declaration not required” box
  • for infectious samples, check the “Yes, As per attached Shipper’s Declaration” box
• Section 7: Payment
  • check the “Sender” box to indicate transportation charges are to be paid by the sender
  • fill in your account number
  • under “Bill Customs charges to:” check the “Recipient” box to indicate Eve Technologies as your importer who will pay for duties and taxes. Enter our courier account number (please request). If duties/taxes are incurred, they will be added to your invoice. International Shipments will be charged a $25 biological sample import/permit fee from Customs. This charge will initially be covered by Eve Technologies then added to your order as a “brokerage” fee.

Retain the top copy of the waybill for your records. Note the FedEx tracking number located above section 4a so that you are able to track your package during transit.

Commercial Invoice

International Shipments to and from Canada require 3 copies of a Commercial Invoice placed in the outer shipping pouch behind the Waybill (one signed original and two copies). A commercial invoice is the official transaction record between an exporter and an importer. In the case of sending biological samples to Eve Technologies for testing, your samples have no commercial value. However, since Customs does not consider $0.00 to be a value field, enter $1.00. We recommend using the Canada Customs Invoice or the FedEx Commercial Invoice.

• Under the description of the item(s) be as detailed as possible. You MUST write the species and sample format of your samples. You may include the phrase “Non infectious. No commercial value”. Enter $1.00 in any reference to the declared value. An example of an item description would read “Exempt Human Serum Samples for academic testing. Non-infectious, No Commercial Value”. If you are typing this description, ensure that it fits in the provided area and does not get cut-off.
• DO NOT reference the price you are paying for the assay service on ANY documents. This will make Customs think that you are shipping an item that we are paying for, and will therefore erroneously charge duty and taxes.

Declaration of Biological Shipments

• A Declaration of Biological Shipments may also be required when shipping. It is recommended to include this document as it describes the package contents in detail and whether the material is infectious or not. Refer to our “Shipping Checklist and Forms” document for a copy of a Declaration of Biological Shipments form.

PART 4: Ship Samples

1. Contact your preferred courier and proceed with shipment of samples.
   • If shipping from outside of North America, consider using World Courier, BioCare, or other couriers who top-up with dry ice during package transit.
2.  Monitor your package via the tracking number provided by your courier. You will receive an automated email confirmation from Eve Technologies upon receipt of samples. We will contact you directly if we have concerns upon sample receipt.

*Note: Shipments outside of Canada will be charged a $25 biological sample import/permit fee from Customs.  This charge will initially be covered by Eve Technologies and added to your invoice as “Brokerage”