Buying direct from the manufacturer can give clinics, hospitals, distributors and beauty brands better prices, more choice and instruments made to their exact requirements. But ordering internationally raises practical questions: what to put in an inquiry, how to check quality before a large order, how goods are shipped and who handles customs. This guide explains how to order instruments from a manufacturer, from the first inquiry to delivery.
In short
Send a clear list with patterns, sizes and quantities; approve samples before a large order; agree on the delivery terms (Incoterm) and shipping method; and check your country’s import and regulatory requirements before the goods arrive.
Step 1: Send a clear inquiry#
The more precise your inquiry, the faster and more accurate the quote. A good inquiry includes:
What to include
- Instrument names and patterns (for example “Metzenbaum scissors, curved” or “Extraction forceps, American pattern No. 151”).
- Sizes in centimetres or inches.
- Quantities for each item, and whether you expect to reorder regularly.
- Specifications: finish (satin or mirror), tungsten carbide inserts, jaw types, colours or coatings.
- Photos, drawings or catalogue references of instruments you already use, if you have them.
- Marking and packaging: your brand or logo on the instrument (for example laser marking), individual pouches, boxes, labels or barcodes.
- Delivery country and city, and the date you need the goods.
Step 2: Review the quote#
A quote should list each item with its specification, unit price and the delivery terms. Check that the specification matches what you asked for, especially sizes and patterns, which are easy to confuse. Ask about the production lead time and how the goods will be packed.
Step 3: Approve samples#
For a first order, a new supplier or a custom design, ask for samples. Check them carefully against your requirements: dimensions, finish, alignment of jaws and tips, cutting performance, markings and packaging. Keep the approved samples as the reference for production, and confirm any changes in writing.
Step 4: Confirm the order and payment#
Once the samples are approved, confirm the order with a purchase order or proforma invoice that states the items, quantities, prices, delivery terms, lead time and payment terms. Clear paperwork at this stage avoids misunderstandings later.
Step 5: Quality checks before shipping#
Quality instruments are inspected during and after production. For larger orders, buyers may also arrange a pre-shipment inspection, either themselves or through an independent inspection company, to check a sample of the goods against the approved specification before they leave the factory.
Step 6: Choose how the goods are shipped#
| Method | Best for | Notes |
|---|---|---|
| Express courier | Samples and small or urgent orders | Fast and door to door; the courier usually handles customs clearance |
| Air freight | Medium orders that are needed quickly | Faster than sea; a customs broker usually clears the goods |
| Sea freight | Large orders where time is less critical | Lowest cost per item; longest transit time |
Step 7: Agree the Incoterm#
Incoterms are standard international terms that define who pays for transport and insurance, and who handles export and import formalities. Some common ones:
- EXW (Ex Works): the buyer collects from the seller and arranges everything from there.
- FOB (Free on Board): the seller delivers the goods onto the vessel at the port of shipment; the buyer arranges the main transport (sea freight).
- CIF / CIP: the seller pays transport and insurance to the destination port or place; the buyer handles import.
- DAP (Delivered at Place): the seller delivers to the buyer’s address; the buyer pays import duties and taxes.
- DDP (Delivered Duty Paid): the seller delivers to the buyer’s address and also pays import duties and taxes.
Make sure the quote and invoice state the same Incoterm, so it is clear what the price includes.
Step 8: Customs, duties and regulations#
Every country has its own import rules. A customs broker or your courier can advise you, but it helps to know the basics:
- HS codes classify goods for customs. Codes commonly used include 9018.90 for many surgical instruments, 9018.49 for dental instruments, 8214.20 for manicure and pedicure instruments, and 8203.20 for tweezers. Confirm the right code for your goods with your broker.
- Duties and taxes depend on the code, the origin of the goods and your country’s trade agreements.
- Medical device rules apply to surgical and dental instruments in many markets, for example FDA requirements in the United States or the Medical Device Regulation in the European Union. Check what applies to you as the importer or distributor before ordering.
Documents you should receive#
- Commercial invoice
- Packing list
- Air waybill, courier tracking number or bill of lading
- Certificate of origin, if requested (it can reduce duties under some trade agreements)
- Any product documentation required in your market
Order instruments from a manufacturer: Gami Surgical#
Gami Surgical manufactures surgical, dental and beauty instruments in Sialkot, Pakistan, and delivers worldwide to clinics, hospitals, salons, distributors and brands. Send us your list with sizes and quantities, tell us where the goods need to go, and we will reply with prices, lead time and shipping options.
