Why Medical Freight Goes Wrong and How to Get It Right

Medical freight isn't just another shipment. It's often time-sensitive, high-value, and compliance-heavy. Whether it's MRI components, sterile surgical tools, or cold-chain biologics, the stakes are high and even minor mistakes can lead to delays, damaged goods, or regulatory issues. At Zarach Logistics, we've seen where medical supply chains break down. But more importantly, we know how to fix them. Here are the three most common reasons medical freight goes wrong, and how to avoid them.

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1. Choosing the Wrong Freight Mode

Air or ocean? The decision isn't always as obvious as it seems. Air is faster, yes, but it's also more expensive and sometimes unnecessary. Ocean is cost-effective, but can introduce lead time issues, especially if there's port congestion or documentation delays. Making the right call here isn’t just about delivery timelines—it’s about cost structure and risk mitigation. A medical freight forwarding company like Zarach can help assess each shipment and choose the mode that balances urgency and budget.

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2. Misunderstanding Total Landed Cost

The freight quote is just the beginning. Your total landed cost includes duties, taxes, handling fees, documentation charges, delivery surcharges, and more. In a 2023 McKinsey survey of medical device manufacturers, over 40% said they had gone over budget due to unexpected logistics costs tied to international shipping. Here’s where companies often miss the mark:

• Demurrage and detention fees from delayed pickups or Customs clearance
• Incorrect HTS codes, leading to higher duties or audit risk
• Overreliance on air freight when ocean would have worked with better planning

The solution? Build a landed cost model into your supply chain planning. Work with a partner that gives full transparency up front, not just at the invoice.

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3. Overlooking FDA Compliance Requirements

Medical freight isn’t just about moving boxes—it’s about moving regulated products. The FDA has strict guidelines that apply to many medical imports, and failure to meet them can cause serious delays at Customs. Shipments may be held or denied entry due to:

• Missing FDA Prior Notice for biological materials
• Lack of device registration or listing numbers
• Incorrect or missing Affirmation of Compliance Codes like DEV, REG, and DUNS
• Incomplete or improperly formatted UDI (Unique Device Identifier) on packaging
• Non-compliant labeling for Class I and Class II medical devices

If your freight forwarder doesn’t proactively manage these requirements, you're flying blind. At Zarach Logistics, our team audits each shipment for FDA compliance before it moves—so you don’t find out there's a problem when it's already sitting at port.

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4. Incomplete or Incorrect Documentation

Documentation errors are one of the most preventable causes of medical freight delays. Between FDA requirements, country-specific import rules, and basic Customs compliance, there's a lot that can go wrong. Common mistakes include:

• Missing Certificates of Origin or Manufacturer
• HTS misclassification (especially for combination kits or dual-use items)
• Incomplete commercial invoices
• Lack of product-specific FDA affirmation codes

These aren’t just technicalities. A single missing document can result in your cargo being held at port, triggering storage fees, missed delivery windows, and compliance flags on future shipments. At Zarach, our customs brokerage team specializes in medical freight. We proactively audit documents before cargo moves and keep our clients updated on regulatory changes across FDA, EU MDR, and APAC markets.

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Making It Work: Why Companies Choose Zarach Logistics

Shipping medical supplies and equipment takes more than access to planes and vessels. It takes expertise, proactive service, and a partner that understands what’s on the line. At Zarach Logistics, we:

• Help you select the best freight mode based on product, urgency, and budget
• Map out your full landed cost; no surprises
• Handle documentation end-to-end with a compliance-first mindset
• Offer real-time tracking and milestone updates via our EZTrace platform
• Provide white-glove handling for fragile or high-value cargo

Whether you're moving a single cold-chain shipment or managing a global rollout of hospital beds, we're here to ensure your medical freight doesn't go wrong.

Need support with your next medical shipment? Contact Zarach Logistics today.