International Wood Specialists		How (and why!) to send samples to Maruhon in a container

Company Profile ...basic corporate data Products We Buy & Sell ...essentials for business Photographs ...offices, staff, Japan & more Employment Opportunities ...different jobs available! Map Pages  ...area info, directions to visit Maruhon 1295 Nagashima, Hamakita-ku Hamamatsu-shi, Shizuoka-ken 434-0013 Japan tel:  (81) 53 587 0711 fax: (81) 53 587 1399 EMAIL OPTIONS	We need the help and support of our suppliers to both expand existing markets and to create new markets.  We want to do more business with you and increase the demand for your products.  To do that, we often ask you for samples.  These samples may be shipped in advance of an order, but we also often request that samples are included in the container.  It is vital that these samples be handled properly to avoid delays or fines by customs. First and foremost, for all samples, regardless of the type, we must have correct documentation to pass customs inspection. All samples must be listed on the INVOICE.  The invoiced information should include:  Species, Size of samples, Quantity, Value/piece and total value.  And very important, it must include the phrase, "Samples with no commercial value.  Values indicated are for customs purposes only." Samples have no commercial value.  We don't sell them:  we give them away by the hundreds.  We pay tax on the samples and sometimes we have to pay duties as well.  So we want to make sure they are invoiced as low as possible.  We recommend numbers such as US$0.10/piece or US$1/piece depending on the product and the size.  These have no direct value, but since customs doesn't like us to say "zero" so we say give them a value of a few cents. Here's what a sample invoice might look like: Maruhon Order #:   PX-QQ030, Sample Invoice Species Size Quantity Value per piece Total Value Pine 5/4 x 6" x 12" 50 US$0.10 US$  5.00 Red Oak 30mm x 150mm x  200mm 100 US$0.10 US$10.00 Red Oak 25mm x 200mm x  200mm 50 US$0.10 US$  5.00 Red Oak 25mm x 200mm x 2400mm   1 US$1.00 US$  1.00 Samples with no commercial value.  Values indicated are for customs purposes only. Please note that we do not require the documentation for the banks (if paying by LC).   We don't need it for our order records or even really for the shipping companies.   It is Japanese Customs that requires the information.  So, if your bank doesn't like special invoices, just fax it directly to us.  You do not have to submit to the bank with other documents for an LC.  We just need this paperwork for Japanese Customs. The samples should also be indicated on the B/L.  "22 packs of Hardwood lumber and 2 boxes of samples."  "18 pallets of flooring and 4 boxes of samples."  Even one piece must be listed.  If you do not indicate the samples on the B/L, then we must correct the B/L in Japan before clearing customs.  It is best if they are also included in the packing list, but if they are not, the sample invoice is sufficient. The samples should also appear on the packing list, again, item and quantity. If the correct documentation is not included for the samples, Maruhon may be accused of "smuggling" and have to pay fines up to a thousand dollars.  The samples may also be destroyed and Customs may delay clearing the container, running up our costs and delaying the distribution of your material.  You must include proper documentation for all samples in the shipments!
	There are five types of samples needed. 1.  Evaluation Samples:   These samples are of anything you would like to develop or a product we are considering together.  For example, if you want us to promote a new species you've developed, a new flooring size, a new wall panel profile, or a new finish type, then you send us samples of that product in a container.  By shipping in a container, we can get a full sized piece (or several pieces) of the item you wish to develop.  It is convenient and easy.  Of course, if we're just starting business together, evaluation samples may need to be airmailed, but if we are working together regularly, feel free to use the container space to develop any items you wish to promote--we're happy to consider anything you want as well as our own standard items.
	2.  Promotion Samples:   These are samples that we give away to customers.  We usually request 50-100 pieces in each order of each item in 200mm lengths. These are items that we mail to all our customers to develop the product.   We give away 1000's of samples each month, both by shipping them all over Japan and by handing them out at sales shows.
	3.  Team Displays:  We have two kinds of team displays:  full panels of single products (usually 1m x 2m displays of flooring or wall panel used for sales shows) and small travel boards showing a range of products.  For the full boards, we usually only request samples in the first order of a new product.   To make the boards, we need five boxes of full sized pieces of each item ordered.  We have five sales teams and each team is given a full box for creation of a large display for this new product and for developing an independent market for the new item. For the small displays such as the ones pictured to the right, we ask for very small cut samples, usually 65mm or 130mm long.   The smaller boards are often given to customers to keep in their offices.  We make hundreds of these boards each year. While we don't usually make large displays of lumber, we do sometimes make small boards like this showing/comparing different species.  Samples of lumber are always helpful.
	4.  Reference Library Samples:  We are attempting to create an extensive wood reference library.  Our goal is to have samples of both commercial and exotic woods from around the world.  Samples are generally 30-60mm thick, 150-300mm wide and 450mm long.  We do have some odd shaped pieces as well.  We hope to have samples showing a wide range of characteristics for each wood type.  For example, we are looking to have pieces that show clear grades and knotty or character grades, all heart or all sap, as well as mixed with heart and sap.  We are getting samples of figured material--birdseye and quilted grains, and even defects like blue stain.  If you have a container coming our way, please take the time to add a few boards of new and old woods alike and mark them as "library samples."  We want to show the world the wonders of wood!
	5.  Showroom Displays:  This type of sample is not required on a regular basis and the exact size/volume/type of sample/display will be discussed in advance.  Types of samples could include lumber samples (for our wall of samples), which need to be 2400mm in length, 2-3m2 of flooring or wall panel for a new display section, or perhaps a customized display for a particular product.  If you want your product included in our showroom, please talk to us.  We would like to thank all the suppliers who contributed material for our new showroom and hope that we can continue to expand our business together. Showroom Displays

How to package these samples when you're sending them?  First, please do NOT mix them with the ordered material.
*All samples should be packaged separately.  Place them on top of pallets, at the end of containers, on the side, but do not mix INTO pallets of purchased material.  It confuses customs and it also makes it harder for us to locate and use quickly.	An example of samples...
*All samples should have the order number written on the outside of the package.  If you are sending many different samples (for example, flooring with three colors of finishes), please also mark on the outside of the package the item contained inside.
*All packages should be marked with "Samples with no commercial value."

         *Please don't write on the PROMOTION-type samples or place stickers or other marks on the actual samples.  We will place Japanese language labels on them here at Maruhon. 

         *For EVALUATION samples, please DO write on the back of the sample your company name and the product details so we know exactly what we should be checking. 

         *For LIBRARY samples, please write the species name on one end of the board and please do not put any other markings on them.  

What about other things in a container?  Sometimes, we receive other things in the container.  We might combine shipments of different products from different suppliers, purchase small quantities of an item and include it in a container, or a supplier might send a box of promotional brochures, a special new finish or glue to study, or a small gift in the container.  If it is something we are asking you to include, then usually we will also take care of the invoicing--all you need to do is to make sure it is referenced on the B/L.  If it is something you are sending, you must supply an invoice similar to the above, but with the words "gift" or other appropriate description at the top and make sure it is referenced on the B/L.  

Please, remember that every item in the container, every item we bought, every gift you send, every sample included--they all must be listed on the invoice, the packing list and the BL.

Thank you for your help!  We appreciate very much your support.  Your assistance with samples will help expand our business together.  Please, make sure they are documented properly so we can clear your order quickly and easily and get to work developing our market together.

 

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