Documents & Customs

Documentation & Customs – Repair & Return

This page explains which documents are required and how customs clearance is handled when sending shock absorbers or suspension components for repair to AirTec, especially for international shipments outside the European Union.

General Principles

• All components sent to AirTec are treated as Repair & Return (temporary shipment for repair).

• The customer always sends a defective, non-functional component intended for repair.

• Correct and complete documentation is critical in order to avoid:

  • delays;

  • additional costs;

  • refusal or inability to complete customs clearance.

AirTec provides clear instructions; however, the customer remains responsible for the content and accuracy of all documents, whether prepared by the customer or by the courier.

European Union Customers (EU)

For customers within the European Union:

• ❌ No customs documents required

• ❌ No customs clearance

• ✔ Free movement of goods within the EU

The shipment only needs to be correctly addressed to AirTec.

Non-EU Customers (Including USA)

For all customers outside the European Union, including the United States, customs clearance is mandatory.

All shipments are processed under the Repair & Return procedure.

Required Documents (Non-EU / US Shipments)

1️⃣ Commercial Invoice / Proforma Invoice

The document must clearly include:

• description of the contents
  (e.g. OEM shock absorber sent for repair);

• declared value for customs purposes only;

• explicit wording:
  Repair & Return – No commercial value.

📄 Commercial / Proforma Invoice Template

If the customer is not familiar with preparing a Commercial or Proforma Invoice, or has no prior experience with such documentation, AirTec provides a ready-to-use template.

The template is:  Commercial_Proforma_Invoice_AirTec.pdf

• provided in PDF format;

• fillable (editable);

• fully aligned with the Repair & Return procedure;

• suitable for EU, Non-EU, and US shipments.

The PDF template can be:

• downloaded from our website;

• or sent by AirTec via email upon request.

Using the template significantly reduces the risk of errors, delays, and additional questions from couriers or customs authorities.

🔹 Commercial / Proforma Invoice – OEM & Serial Numbers (Additional Information)

Including OEM part numbers or serial numbers in the Commercial / Proforma Invoice is NOT mandatory, but strongly recommended, especially for Non-EU shipments, including the USA.

Adding such numbers:

• helps customs authorities identify the component;

• proves that the same component will be returned after repair;

• supports the correct application of the Repair & Return procedure;

• reduces the risk of additional questions, delays, or customs clearance refusal.

Detailed listings are not required – a single OEM or serial number is sufficient, when available.

Example invoice description (for reference):

Defective OEM shock absorber, part number: 8T0512012A, non-functional, sent for repair – Repair & Return

2️⃣ Repair & Return Declaration

This declaration confirms that:

• the component is shipped for repair only;

• it does not represent a commercial sale;

• the component will be returned to the customer after repair.

3️⃣ HS Code

• Mandatory for Non-EU and US shipments;

• AirTec can assist with selecting an appropriate HS Code, however final responsibility remains with the customer or their freight forwarder.

4️⃣ Declared Value of the Defective Component – IMPORTANT

All components sent to AirTec are defective shock absorbers or suspension parts, intended solely for repair.

Therefore:

• the actual value of the shipped component is significantly lower, as it is defective and non-functional;

• the component does not represent a commercial product and is not subject to sale.

Recommendation Regarding Declared Value

It is recommended that the defective component be declared at a realistic, low value that accurately reflects its actual condition.

This helps to:

• avoid unnecessary customs duties and complications;

• facilitate the Repair & Return procedure;

• reflect the true economic value of the defective component.

⚠️ Important clarification:
This does not constitute value concealment or customs fraud, but rather a correct declaration of the actual condition and value of a defective part sent for repair.

Example description for customs documents (reference):

Defective OEM shock absorber sent for repair – non-functional, no commercial value, Repair & Return

Common Mistakes (IMPORTANT)

• Missing Repair & Return wording;

• Shipment addressed to a private individual instead of a company;

• Incorrect or unclear description of contents;

• Missing HS Code;

• Unrealistic declared value.

Responsibilities

Customer Responsibilities:

• accurate completion of all documents;

• payment of customs duties, taxes, and local fees (if applicable);

• compliance with the instructions provided by AirTec.

AirTec Responsibilities:

• providing clear guidance;

• assistance in case of questions;

• professional receipt and processing of the shipment after customs clearance.

Important Notice

AirTec is not responsible for:

• delays caused by customs authorities;

• additional charges resulting from incorrect documentation;

• refusal of customs clearance due to declaration errors.