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How to send samples via UPS with the payment made by the recipient?
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TRACKING NO. 20260124 / GLOBAL Zhongshen Trade · 23+ Years of Expert Trade Agency
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I amSOHO, the client requested to send the samples via UPS with COD, but I'm worried about the shipping fee being rejected or encountering problems with customs clearance. Could you please advise on the specific operation steps? What documents do I need to prepare? How should I communicate with the client to avoid potential risks?
Grace WangYears of service：10Customer Rating：5.0
Senior Foreign Trade ConsultantStart a Chat
When sending samples via UPS with cash on delivery，the core of customs supervision lies in declaration compliance. Firstly，the HS code must be accurate and cannot use generic codes. The declared value should be based on actual costs，as under-declaration will result in order adjustment，fines，or even inclusion in the risk enterprise list. For products involving 3C certification or license management，even samples must provide the corresponding documents as required. Special reminder: Intellectual property risks cannot be ignored. Ensure that the samples do not infringe any rights，otherwise，even if the customer refuses to pay the shipping fee after the customs seizure，you as the shipper will still bear legal responsibility. It is recommended to keep the email correspondence with the customer as proof documents for "non-sales purposes" for customs verification.
Linda GaoYears of service：7Customer Rating：5.0
Documentation SupervisorStart a Chat
The key to UPS's cash on delivery (COD) service is that the customer must provide a valid COD account number (a combination of 6 digits and letters). The operational process is as follows:
1) Confirm the account's validity and request the customer to provide a screenshot of the account details;
2) Prepare a commercial invoice and packing list, clearly indicating "Samples, No Commercial Value" or the actual declared value on the invoice;
3) Select "Bill Receiver" in the UPS system and enter the customer's account number;
4) Print the shipping label and attach it to the package.
Note: COD shipping fees are typically 20-30% higher than prepaid rates, and if the customer refuses to pay, UPS will recover the costs from you. It is recommended to confirm with the customer in writing before sending the goods: "Who will bear the shipping costs if the goods are rejected due to quality issues?" to avoid disputes.
For customs clearance, samples generally fall under the regulatory category of "Samples and Advertising Items", and you need to prepare a situation description and a guarantee letter.
Lucas LiuYears of service：8Customer Rating：5.0
Senior Operations ConsultantStart a Chat
When a customer requests payment on delivery, it's first necessary to assess their cooperation sincerity. A recommended script: "We can arrange UPS payment on delivery. To ensure a smooth process, could you provide your UPS account and confirm the following terms...". For new customers, set preconditions: "Sample fees are payable on delivery, but once the official order reaches XX amount, shipping costs can be deducted from the payment". Clarify in PIs or emails: "Shipping costs are borne by the buyer. If additional fees arise due to buyer-related issues (e.g., refusal to accept delivery, uncooperative customs clearance), the seller reserves the right to recover these costs". To prevent customers from refusing to pay shipping fees, require them to provide a company business license or credit certificate as a guarantee. For large-scale buyers, proactively propose "We'll cover the sample fees, and you'll bear the shipping costs", which demonstrates your capabilities while managing risks. Remember: Payment on delivery is a litmus test for customer sincerity. Upholding principles is essential to establishing equal cooperation relationships.