Ask the Collective
The questions independent drinks founders ask most — answered. Distilled from years of community knowledge so the good stuff never disappears in the feed again.
What is the best way to ship sample bottles internationally, and what customs documentation and processes should we expect?
Members recommend **DHL** as the preferred carrier for international sample shipments. The process is straightforward but requires careful attention to documentation. **Shipping process:** - **DHL** handles sample bottles to major markets (Australia, Singapore confirmed); they manage customs clearance - A commercial invoice is essential and must be completed correctly, as customs procedures are tightening globally - The receiver typically pays duty on arrival via a duty invoice sent by DHL approximately 1 week after delivery - Duty costs are generally modest (e.g. ~$20 AUD for Singapore samples) **Documentation:** - Ensure your commercial invoice is accurate and complete—this is critical for smooth customs clearance - For duty rate queries by country (e.g. Malta for cider), members suggest checking **Spirits.eu** as a reference, though note it may not always be fully up to date **Key caveat:** Customs procedures are tightening globally, so double-check paperwork before shipping to avoid delays or holds.
What customs documentation and declarations are required for exporting drinks, and how should you prepare them?
Export customs documentation is mandatory when shipping goods internationally. The specific requirements depend on your Incoterms and who bears responsibility for customs clearance. **Key points from member experience:** - **CMR documentation** is commonly requested by hauliers for transport, but customs declarations are separate and required by customs authorities. - **Incoterms matter**: If you're selling ExW (Ex Works), the importer handles customs. If you're responsible, you'll need to submit a customs export entry. - **Don't attempt this alone**: Members strongly recommend against trying to navigate CHIEF or CDS (the UK customs declaration systems) without proper training and access. The systems are complex and mistakes are costly. - **Use a customs agent**: The practical solution recommended by members is to use a customs agent to handle declarations on your behalf. **Chamber of Commerce** services can act as customs agents and offer export entry services for around £30. This removes the compliance risk and ensures proper filing. - Members have also mentioned that some suppliers (like **Hague**, noted as a Kindred member) specialise in logistics and customs support for drinks exports. **Caveat**: If you're at the exploratory stage and unsure of your export model, clarify your Incoterms and customer agreements first—this determines who is legally responsible for customs compliance. Don't let a haulier leave without clarity on who is submitting the customs declaration.
What documentation and procedures do retailers like Ocado require for product recalls and compliance?
Ocado requires suppliers to submit a recall procedure document as part of their compliance requirements. Members report that this is a standard request when listing products with the retailer. **Getting a template:** The community's approach has been to either write one up internally or request it from your distributor—several members have shared their own templates via DM when asked. If you don't have one prepared, it's worth asking your distributor or Ocado directly whether they have a standard template, as this can save time. **What members did:** One member shared that they wrote their own recall procedure document and it was accepted by Ocado, suggesting the retailer is flexible on format as long as the document demonstrates you have a clear recall process in place. **Caveat:** The excerpts don't detail the specific contents required in a recall procedure document (e.g. escalation chains, timelines, communication protocols), so you may need to request an example from Ocado or an existing supplier to understand their exact expectations.