We have gathered our best tips to successful shipment of your gas meters.

Shipment of gas meters for calibration purposes to a facility abroad is a mere routine for many. But experience shows that many manufacturers and gas end-users struggle with practicalities when shipping a gas meter across borders.

We have gathered our best tips to what you should consider when shipping your gas meter.

  1. Inspect the gas meter before shipment
    If your meter arrives to the calibration facility damaged or leaking, calibration is not possible or the results can be misleading. Save a lot of time and money by checking the meter for leaks, damages or disturbances in calibration signals such as pulses, mA etc. prior to shipment.

  2. Use suitable packaging
    It’s basic, but however important. Make sure your meter does not get damaged during shipping. Wrap the meter up and use a solid packaging box which is assembled with screws, not nails. This makes it easier for the calibration facility to reuse the box when returning your meter and keeps it safe from damage. 
  3. Give complete and accurate information
    Whether you cooperate with a freight forwarder or not, the paper work is important. Important details regarding the gas meter size, weight, dimensions, value, country of origin, destination and business information, etc. affect the duties and custom fees at the ports, help eliminate risks of inaccuracy and more. Being accurate and thorough with this information is often the foundation for a successful shipment forth and back to the facility.
  4. Inside or outside the EU?
    Custom duty poses difficulties to a lot of people, especially when shipping to or from countries outside the European Union. The essential issue is of course to make sure the meter is properly declared in customs to enter the country and leave it again.
    Within the EU, accurate information regarding your meter is often sufficient.
    Across the EU borders, it is important to file a proforma invoice, also known as a commercial or temporary invoice, that contains adequate information for determining custom duties and gives an idea of the information needed for entry purposes. The best solution is to obtain a temporary import authorization, or even better a customs authorization for inward processing, secure duty and Vat Exemption for the calibration units.
    Freight forwarders usually handle paper work regarding customs duty based on the information given by you.

  5. Choose the right freight forwarder
    Before choosing a freight forwarder, make sure the forwarder is approved for cooperation by the calibration facility. The facility has probably approved several freight forwarders which can be registered in accordance with the VAT number of the facility. If there is no agreement between the freight forwarder and the facility, you risk an invalid declaration in customs and possibly a denial of entry or leave of your gas meter, or even large fines.

  6. Choose the right port
    Find the port nearest to the facility that can handle shipment of your meters. This is mandatory from the authorities, so save the time by choosing right the first time. If you have any doubts, you can contact your freight forwarder.

  7. Contact the distributor if shipping outside the EU
    When the calibration has been performed, and the meter is being shipped back from the calibration facility and out of the EU, make sure the meter is declared correctly in customs. This is to avoid an incorrect registering of your meter as import goods, thereby having to pay import duties and taxes. Contact an approved freight forwarder to ensure correct handling when leaving the EU.
  8. Know the destination of your meter
    Sometimes, the final destination of your meter is not the same as the starting point. If the meter is to be shipped in and out of the EU, the customs duty process is repeated every time the meter crosses the EU border. If the meter stays within the EU, you only need to obtain a preliminary approval, a so-called T1 document. An approved freight forwarder can assist you.

Still having questions? Contact us in advance the next time you are shipping a gas meter.