Why Medical Equipment Needs More Than Standard Carrier Coverage
Medical and lab equipment is expensive, often precisely calibrated and slow to replace. Carriers usually limit their liability for high-value goods well below their real value, and a late delivery can matter as much as a lost one.
Declared value on a carrier label is a limit of liability, not insurance. With full-value insurance, the declared value of the shipment is covered, up to $150,000 with Unival. Read more on our healthcare industry page, or see our overview of insured high-value shipping.
Documentation matters as much as coverage. Serial numbers, photographs, tracking scans and a stored proof of delivery show exactly what was sent, when it moved and who received it. For the most valuable or sensitive equipment, see our secure transport services.
What to Prepare for Each Type of Medical Shipment
Different senders ship different things. This table shows what to focus on for each.
| Sender | Typical shipment | What matters most |
|---|---|---|
| Hospitals and clinics | Supplies and monitoring equipment | Delivery on a set date, tracked scans |
| Research labs and institutions | Instruments and equipment | Serial numbers, careful packing, signed delivery |
| Medical device companies | Devices to customers and distributors | Declared value, documented handling |
| Biomedical service teams | Equipment for repair and calibration | Condition receipt, each leg insured |
| Resellers and refurbishers | Used and refurbished equipment | Condition photos, declared value matching the invoice |
Whatever you ship, the declared value should match your paperwork. A value that is too low can reduce what is paid out if you need to make a claim.
What to Check Before You Ship Medical Goods
Some medical goods are subject to special carrier and legal rules. Biological specimens, controlled substances, hazardous materials, loose batteries and goods with special storage or handling requirements need to be discussed before they ship. If your shipment includes any of them, contact us first so we can confirm what is possible.
Lithium batteries can be shipped inside the device and labelled correctly. For equipment and supplies, we also recommend that you clean or decontaminate used equipment according to your facility's policy and the manufacturer's guidance before it is packed, and that you note this on your paperwork.
Medical Shipping by City
Medical communities ship differently from one city to the next. These pages have local detail:
See also our overviews of insured shipping in Houston, insured shipping in Philadelphia and insured shipping in Atlanta, which also cover medical equipment and supplies.
Service Options and Equipment Sent for Repair
The service is chosen at booking, for each shipment. Overnight services are the usual choice for urgent deliveries, and two-day service suits shipments that can wait a little longer.
Equipment sent for service, repair or calibration makes a round trip. Ship each leg, to the service provider and back, as a separate insured shipment, and keep a written note of the equipment's condition and the declared value you agreed.
Shipping Medical Equipment Internationally
International shipments need accurate customs paperwork, including a commercial invoice with the correct value and a clear description of each item. Import rules and duties vary by country, and some medical devices are subject to export and import regulations.
Some destinations are restricted under US export and sanctions rules. Confirm the requirements with your compliance adviser, and tell us the destination when you request a quote.
What Affects the Cost of Insured Medical Shipping?
The price has two parts: the shipping and the insurance on the declared value. The service you choose, the size and weight of the equipment, the destination and the declared value all change the total. Read our guide to dimensional weight in shipping and see shipping insurance cost for how each factor works.
We quote each shipment before it moves. Get a quote with the equipment, its declared value, how soon it must arrive, the pickup location and the destination.
How to Document, Label and Pack Medical Equipment
Good records and careful packing prevent most disputes. Before you ship, check the following:
- Record the serial number and model of every item.
- Photograph the equipment and its condition before packing.
- Pack each item so it cannot move, with padding on every side.
- Check the manufacturer's guidance for sensitive equipment, especially in cold weather.
- Keep patient information off labels and packing lists, and use order or reference numbers instead.
- Declare the full, accurate value and make sure someone is available to sign.
