Returning equipment to a German manufacturer for repair: how the customs side works and what we handle in Hannover.
A pump, a controller, an instrument or a tool has to go back to its manufacturer in Hannover, Celle or Braunschweig for repair, calibration or an upgrade, and come back to you afterwards. The import into Germany for repair is normally handled by the manufacturer or their broker under a customs procedure that avoids import duty; the return trip to you needs a correct export with documents that let your customs grant relief on re-import. BFF Logistics takes the return leg: collection at the manufacturer after the repair, packing, export declaration, an invoice that states the repair and the original export reference, and insured transport to your door.
The short version.
Equipment entering the EU for repair is placed under inward processing or temporary admission so that no EU import duty is due. The manufacturer or their customs broker usually applies for this and tells you which documents to send with the equipment.
A pro forma invoice stating "returned for repair, no commercial value for customs purposes" with the real value for insurance, serial number, your original purchase invoice if you have it, and a short description of the fault.
After the repair we file the export declaration and prepare an invoice that states the repair cost, the serial number and that the goods are being returned after repair, not sold.
Most countries grant relief from import duty on goods returned after repair, charging duty and tax only on the repair cost or not at all. The condition is proof that the item was exported for repair; the serial number and your original export documents provide it.
For a warranty repair the manufacturer's invoice states zero repair cost; we state it the same way on the export documents so your customs can apply the relief.
Repaired instruments and machines go back in a crate built for the return trip, with the manufacturer's test report inside if they issue one.
Checked October 2026. Customs rules and carrier limits change; your quote states what applies on the day.
The two customs movements of a repair, and who does what.
Sending the equipment to Germany
Before you ship, ask the manufacturer which customs procedure they use for repairs and send them the serial number and a description of the fault. They or their broker apply for inward processing or temporary admission so that German import duty and VAT are not charged on your own equipment. Ship with a pro forma invoice that names the repair purpose, the serial number and the value, and keep your own export documents: your customs will want to see them when the equipment comes back.
Collection and the export after the repair
When the manufacturer reports the repair done, we collect the equipment, photograph it with the test report, pack it for the return trip and file the EU export declaration in Hannover. The manufacturer's broker closes the inbound customs procedure with our export reference; we give them the numbers they need.
An invoice that your customs can read
The return invoice must say what happened: equipment returned after repair, serial number, repair cost (or zero for warranty), value of the equipment for insurance, reference to your original export. With that, your customs can apply the relief your country grants for returned goods and, where applicable, charge duty only on the repair cost. We write it in English and attach the manufacturer's repair report.
Calibration and upgrades
Calibration follows the same path as repair. An upgrade that adds new parts is different: the added parts are new goods and their value is normally dutiable on re-import. We separate repair, calibration and new parts on the invoice so your customs charges the right amount and nothing more.
Four steps from Hannover to your door.
- You write to us
Supplier and order number, or where the goods are, plus your delivery address. We reply within one working day with a quote that covers collection, packing, export documents and transport.
- We collect
At the supplier, the plant or the fairground, with your authorisation where needed, across northwest Germany. Items are photographed on arrival in Hannover.
- We pack and declare
Made-to-measure packing or a wooden crate, export declaration with EU exit confirmation, commercial invoice with the right HS codes for the destination country's customs. You pay our invoice after packing, by card or PayPal.
- Delivery to your door
DHL Express, UPS or FedEx with tracking, insured on request for the value you name. Import duty and tax are collected by the carrier on arrival; our country pages tell you what to expect.
Frequently asked questions.
Do I pay German import duty when I send my equipment to Germany for repair?
Normally no. The manufacturer or their broker places the equipment under inward processing or temporary admission. Ask the manufacturer before you ship which procedure they use and what paperwork they need.
Do I pay duty again when the repaired equipment comes back?
Most countries grant relief for goods returned after repair if you can prove the earlier export. Duty and tax are then charged on the repair cost only, or not at all for warranty repairs. The exact rule is set by your customs authority.
What should the return invoice say?
Returned after repair, serial number, repair cost or zero for warranty, equipment value for insurance, your original export reference. We prepare it that way and attach the repair report.
What documents do I need to send test equipment to the manufacturer in Germany for repair?
Ask the manufacturer first which customs procedure they use, usually inward processing or temporary admission. Send a pro forma invoice stating "returned for repair, no commercial value for customs purposes" with the real value for insurance, the serial number, your original purchase invoice if you have it and a short description of the fault. Keep your own export documents: your customs needs them to grant relief when the equipment comes back.
Can you collect the repaired equipment at the manufacturer?
Yes, anywhere in northwest Germany, and we pack it for the return trip in our workshop in Hannover.
How long does the return take?
Collection usually within one to two working days after the manufacturer releases the equipment, packing in one to three days, then express in 1 to 3 working days or air freight, quoted individually.
Question not listed?
Ask us directlyRelated guides
More answers for companies buying in Germany.
Destinations
Import duties, VAT, thresholds and transit times for the countries we ship to most.
One shipment or regular orders?
Tell us what needs shipping, where it is now and where it is going. A photo or a catalogue link helps. You receive a personal quote by email from the person who will handle your shipment.
Thank you, we have your request.
We will reply by email within one working day.
Or message us directly on Telegram:
BFF Logistics is the international shipping service of BFF Business Services GmbH (HRB 209217, Amtsgericht Hannover). We run Mail Boxes Etc. centre 0051 in Hannover, which is why our email address ends in @mbe.de.
Your contact: Michael Leikine, Managing Director. We reply within one working day, in your language: write to us in English, Spanish, French, Italian, Portuguese, Japanese, Korean, Chinese or Arabic.
Günther-Wagner-Allee 13-17, 30177 Hannover, Germany.