Shipping Specimens

Shipping

• Include the Eve Diagnostics requisition form in the outside pouch of the sample bag — not inside the bag with the specimen.
• Bag each patient’s sample individually – ensure the tube is labeled with patient identifiers (name, DOB, patient ID number).
• Ship samples frozen and on dry ice.
• Only ship Monday through Thursday. If shipped on Thursday, it must be sent overnight so it arrives during business hours the next day.
• Avoid shipping so the package would arrive on a Canadian or Alberta provincial holiday.
• Business hours: Mon–Fri 8 am–4 pm MST. If the shipment arrives outside these hours, delays or compromised samples may result.
• Keep the tracking number for delivery confirmation.
• If problems arise, or your package is not delivered promptly please email us at:  [email protected]

PART 1: Packing Specimens for Shipping

1. Place each prepared specimen in its own sealed biohazard bag.  Refer to our Specimen Collection for instructions on how to prepare specimens prior to shipping.
2. Insert the corresponding requisition form into the side pouch of each biohazard bag.
3. Put these specimen bags into a small cardboard specimen box.
4. Surround that box with two (or more) absorbent paper towels; secure with an elastic band.

PART 2: Preparing the Shipping Container

1. Place the small specimen box inside a larger Styrofoam® box.
2. Add dry ice:
   • From within Canada: 5-7 kg (10-15 lbs).
   • From the USA: 6-7 kg (12-15 lbs).
   • International/overseas: 15 kg (33 lbs).
3. Put the Styrofoam® box lid on (do not tape the Styrofoam lid).
4. Place the Styrofoam box into a securely-fitting outer cardboard shipping container.
5. Label the outer box with:
   • Dry Ice Label UN1845 label
   • Address label
   • If non‐infectious: “Exempt Human Specimen” label
   • If infectious: “UN3373” label. Click here for more information on shipping infectious samples.
   • Affix a clear plastic shipping envelope to the outside
6. In the plastic shipping envelope, include:
   • The waybill (you keep the top copy)
   • 3 copies of the Commercial Invoice (if using)
   • 3 copies of the Declaration of Biological Shipments (if using)
   • Destination Control Statement (for USA exports)
7. Tape the shipping container closed with packing tape; secure the bottom flaps if needed.

PART 3: Forms and Documents

It is crucial to consult with the appropriate regulatory authorities and comply with any applicable export control laws and regulations when shipping biological samples internationally.

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 the 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 Diagnostics’ name, address, phone number, and email address (Shipping & Receiving, Eve Diagnostics, 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 “lbs.” or “kg” 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 (Human) and sample type (plasma, serum, or CSF) 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 Diagnostics 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 the 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 Diagnostics’ name, address, phone number, and email address (Shipping & Receiving, Eve Diagnostics, 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 “lbs.” or “kg” 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 (Human) and sample type (plasma, serum, or CSF), and “non-infectious, no commercial value”
  • under Commodity Description, for infectious samples, state the species (Human) and sample type (plasma, serum, or CSF), and “infectious, no commercial value”
  • fill in the Country of Manufacture
  • 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 Diagnostics 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 Diagnostics 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 (Human) and sample type (plasma, serum, or CSF). 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 Sample(s) for 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.

Destination Control Statement (USA)

• Shipments exported out of the United States require a Destination Control Statement. It should be included with the commercial invoice, waybill and any export control documents that accompany a shipment to its destination.

PART 4: Ship Samples

1. Arrange pickup or drop-off with your courier. For shipments outside North America, use couriers experienced with dry ice and sample transit (e.g., World Courier, BioCare International).
2. Track the package via the provided number. You’ll receive an automated confirmation from Eve Diagnostics once they receive the sample, and they’ll contact you if any issues arise.
3. Note: Results are typically sent 5-10 business days from receipt of the specimen.

*Note: International Shipments will be charged a $35 biological sample import/permit fee from Customs.  This charge will initially be covered by Eve Diagnostics and added to your invoice as “Brokerage”.