Instructions for Returning Your Sensor for Repair

To ensure a smooth and duty-free return of your Medusa sensor for repair, please follow the instructions below carefully.

1. Packing the Sensor

• Use the original packaging if available. If not, use a sturdy box with at least 5 cm of padding (foam, bubble wrap) on all sides. Always consult this with Medusa prior to shipping.

• Include all necessary components for diagnosis (e.g., cables), but do not send accessories that are not relevant to the issue. When possible, do not include batteries because these are marked as dangerous goods.

• Clearly label the device with its serial number.

• Add a note inside the package with. (A template file is given below):

  • The reason for return / issue description

  • Serial number

  • Your contact details (name, email, phone)

RMA form template

!RMA form template.docx

2. Creating Shipping Documents

2.1 Proforma Invoice

When creating the shipment, please use a Proforma Invoice, not a commercial invoice.

The proforma invoice must include:

• Description of goods:
  "Gamma-ray spectrometer – Returned for repair – No commercial value"

• Country of origin: "The Netherlands"

• Value for customs purposes only: €5000 (or similar symbolic value)

• HS Code: 9030.1000 (Scientific measuring instrument)

• Statement:
  "Goods are being returned to the manufacturer for repair. No commercial transaction has occurred. The goods will be returned to the sender after service."

Print three copies of this invoice and attach them visibly to the outside of the box in a plastic shipping pouch.

Pro forma invoice template

!Proforma invoice template.xlsx

2.2 Custom notice form

The package contains a gamma-ray spectrometer, which will stand out on a x-ray scanner if the packages it scanned. Therefore, select and print the matching custom notice form from the table below and attach it visibly to the outside of the box in a plastic shipping pouch.

3. Shipping the Package

• Use a reliable courier with experience in international shipments (e.g., DHL, FedEx, UPS, TNT).

• Mark the shipment as:
  "Return for Repair – Temporary Export"

• Ensure the shipment is trackable and insured.

• Do not send via regular postal service; these shipments are more likely to encounter customs issues or delays.

Ship to:

Medusa Radiometrics
Attn. Return for Repair
Skagerrak 26
9723 JR Groningen
The Netherlands

4. Notify Us

Once the shipment has been made, please email us at info@medusa-online.com with the following:

• Tracking number

• Courier name

• Copy of the proforma invoice

• Copy of the RMA form

• Expected delivery date

Important Notes

• Do not declare a high value or use terms like "purchase", "sale", or "commercial invoice" — this will trigger import duties.

• We cannot cover import duties or VAT caused by incorrect declarations. If needed, we will reject shipments that do not follow these instructions.