Shipping guide.
How to choose a carrier, pack your equipment safely, and get it to the buyer in the condition it left you.
Sellers are solely responsible for complying with all applicable federal, state, and local shipping laws and regulations — including but not limited to hazardous materials rules, export controls, carrier terms of service, and any equipment-specific transport requirements. CliniCycle provides this guide for informational purposes only and is not a shipping provider, freight broker, or logistics service. CliniCycle assumes no responsibility or liability of any kind for the shipment of equipment, including loss, damage, delay, regulatory violations, or any other shipping-related claims. All shipping arrangements are made solely between the buyer and seller.
Choose your shipping method by weight
Weigh the fully-packed shipment before booking. The packed weight often surprises sellers.
Examples: Dental scalers, small lab analyzers, otoscopes, handpieces
Examples: Portable ultrasounds, dental units, small anesthesia machines, exam tables
Examples: Large ultrasound systems, full anesthesia stations, surgical tables, kennels
Insurance & declared value
Always declare the full sale price — never undervalue
FedEx and UPS limit carrier liability to $100 unless you declare a higher value (an additional fee applies per $100 of declared value). For freight shipments, standard carrier liability is typically $0.50 per pound — far below the value of most veterinary equipment. Always purchase supplemental cargo insurance equal to at least the transaction price.
Declare the full sale value at the counter when dropping off. The additional declared value fee is typically 1–2% of the declared amount — cheap compared to a damaged-equipment claim.
Do not rely on the carrier's standard liability. Purchase third-party cargo insurance through the broker (uShip, Freightos, FreightCenter all offer this at checkout) or through a separate marine cargo insurer.
Photograph the equipment from every angle and document all functions and their working condition. These photos are your proof if a damage claim is ever disputed.
CliniCycle holds the buyer's payment in escrow during the inspection window. Shipping insurance is separate and the responsibility of the buyer and seller. CliniCycle does not provide or coordinate shipping insurance.
Packaging by equipment type
Click any category to expand step-by-step packing instructions.
🔊Ultrasound systems
- Remove all probes/transducers and pack them separately — they are the most fragile and most valuable part.
- Wrap transducer connectors individually in bubble wrap and secure with tape.
- Pack the console in original foam inserts or dense cut-foam padding inside a rigid outer box.
- For cart-based systems: disassemble the cart if possible; ship the console and cart separately on a pallet.
🦷Dental equipment
- Remove all handpieces and pack each in its own padded pouch or bubble-wrap sleeve.
- Drain the water reservoir completely — even small amounts of standing water can cause damage in transit.
- Wrap the control unit in heavy bubble wrap and secure to the base unit with stretch wrap.
- Use a crate or rigid outer box with at least 3″ clearance on all sides; fill voids with foam.
💨Anesthesia machines
- Drain all gas lines and verify they are fully purged before packing.
- Remove all vaporizers and pack them separately in sealed, clearly labeled boxes.
- Detach and pack the rebreathing circuit flat; do not coil tightly.
- Do not ship gas cylinders — remove all tanks and inform the buyer. Cylinders require hazmat handling.
🩻X-ray & digital radiography
- Wrap digital sensors and flat panels in anti-static bags before placing in rigid foam packaging.
- Secure the X-ray arm and head so neither can rotate or shift during transit — use foam wedges.
- X-ray generators are heavy; crate and palletize — do not ship in cardboard alone.
- Use original packaging for digital sensors if at all possible; they are extremely fragile.
🔬In-clinic lab analyzers
- Remove all reagent cartridges and liquid reagents — most cannot be shipped by air.
- Clean and dry all sample ports and the interior thoroughly before packing.
- Use the original box and foam inserts if available; otherwise cut custom foam to fit.
- Include all power cables, calibration standards, and documentation inside the box.
🛏️Surgical tables
- Hydraulic tables: drain or fully secure the hydraulic fluid reservoir to prevent leaks.
- Electric tables: secure the column and tabletop in the lowest/locked position before wrapping.
- Always ship on a pallet — wrap the table in moving blankets, then shrink-wrap to the pallet.
- Strap the table to the pallet with at least two ratchet straps crossing in an X pattern.
Practical tips
- 1Photograph the equipment thoroughly before packing — front, back, sides, all connections, and the serial number plate.
- 2Get 3 quotes for freight shipments. Compare uShip, Freightos, and the carrier directly — prices can vary 40–60%.
- 3Send the buyer a tracking number via CliniCycle messages the same day you drop off the shipment.
- 4Include a written packing list of every item and accessory inside the box or crate.
- 5Keep all shipping receipts and insurance documentation until the buyer approves the equipment.
- 6For local buyers, coordinate a direct pickup through CliniCycle messages — agree on a date, time, and location before the buyer pays.