What Are Essential Oils?

Essential oils are highly concentrated extracts derived from plants and must be handled with care when shipping. Improperly packaging and labeling essential oils can lead to leaks, spills, and damage. This guide provides tips on how to ship essential oils safely whether you’re sending domestically or internationally.

Essential oils are compounds extracted from plants through distillation. They capture the plant’s scent and flavor, also called its essence. Common essential oils include lavender, peppermint, eucalyptus, tea tree, and lemon.

Essential oils are highly concentrated, so a little goes a long way. They’re mixed with carrier oils or diluted in water before use since most need to be diluted before applying to skin.

Why Ship Essential Oils?

You may need to ship essential oils if you:

Sell essential oils online through your own website or third-party marketplaces
Run an aromatherapy business and need to fulfill orders
Frequently share or gift essential oils with friends and family across the country

Who Needs to Ship Essential Oils?

Anyone selling or distributing essential oils should follow proper shipping guidelines, including:

Essential oil companies
Etsy sellers
Multilevel marketing distributors (MLMs)
Aromatherapists
Crafters using essential oils as ingredients

Improper shipping of hazardous materials like essential oils can lead to fines, so it’s critical to follow regulations.

Shipping Restrictions for Essential Oils

Essential oils are subject to shipping restrictions, especially when sent by air. Always check with your chosen carrier about any limitations on mailing essential oils.

For example, USPS and FedEx have extra requirements for shipping flammable essential oils like citrus and peppermint oils. Limitations may include:

Volume per package (often under 4 oz)
Extra labeling
Special packaging

Different Ways to Ship Essential Oils

You have several options for shipping essential oils:

U.S. Postal Service (USPS): Affordable, domestic only. Ground shipping only for hazardous oils.
FedEx and UPS: Domestic and international options. Ground and air shipping available.
DHL and FedEx International: Good options for international orders. Provide import/export expertise.

How to Ship Essential Oils Domestically

Follow these tips when shipping essential oils within the United States:

Choose a Shipping Carrier

Select USPS, FedEx, or UPS based on your specific needs. Compare rates, transit times, and any restrictions per carrier.

Package Your Essential Oils Properly

Use a sturdy cardboard box or padded mailer to prevent leaks or spills
Individually wrap each bottle in a plastic bag
Use bubble wrap or crumbled paper to cushion bottles from rattling and breakage
Leave no empty space in the box

Label Your Package Correctly

Classify as “flammable liquids” if shipping peppermint, citrus or other volatile oils
Mark as “Fragile”
Indicate if spillable to alert handlers
Include full return address

Declare Your Essential Oils as Hazardous Materials (If Necessary)

Check carrier rules on which oils require hazardous materials labeling
Follow labeling regulations such as using DOT, IATA, or IMDG markings
Complete any special paperwork required to ship hazardous liquids

Ship Your Package

Insure your package to protect against loss or damage
Obtain tracking information and monitor delivery status
Use expedited shipping such as Priority Mail or UPS Ground

How to Ship Essential Oils Internationally

International shipping requires a few extra steps:

Choose a Shipping Carrier

Opt for USPS, DHL, or FedEx International for reliable overseas delivery.

Package Your Essential Oils Properly

Follow the same packaging guidelines described above for domestic shipments.

Label Your Package Correctly

Ensure labels meet the requirements of the destination country. Most require:

Classified as flammable liquid
UN number marking for applicable essential oils
Full ingredient list in multiple languages
HS customs code

Declare Your Essential Oils as Hazardous Materials

All international essential oil packages must be properly declared as hazardous materials. Provide:

UN number
Proper shipping name
Hazard class
Packing group
Toxicity data

Ship Your Package

Prepare commercial invoice and certificate of origin
Provide Materials Safety Data Sheet (MSDS)
Pay any taxes, duties or fees upfront
Consider delivery time and costs

Additional Tips for Shipping Essential Oils

Use a sturdy shipping box rather than a padded mailer for multiple bottles
Wrap each bottle in a plastic bag in case of leaks
Use bubble wrap or crumpled paper to prevent shifting and breakage
Label box as “Fragile” and mark arrows pointing up
Insure package for full value in case of damage or loss

With proper packaging, labeling, and carrier selection, you can ship essential oils safely. Always check regulations and carrier restrictions to ensure compliance and safe delivery. Follow these tips, and your essential oil packages will arrive intact.

Understanding and Complying with International Regulations

Research Destination Country Laws

Each country has its own set of laws and regulations regarding the import of goods. Before shipping, thoroughly research the recipient country’s legal requirements for essential oils, which may include:

Import permits
Restrictions on certain types of essential oils
Limits on quantities allowed for personal use versus resale

Compliance with International Trade Agreements

Familiarize yourself with any trade agreements between the origin and destination countries that may affect the shipment of essential oils. These agreements could potentially offer reduced tariffs or streamlined customs processes.

Preparing Essential Oils for Safe Transport

Selection of Appropriate Containers

Choose containers specifically designed for essential oils, which often include:

Amber or cobalt blue glass bottles
Orifice reducers for controlled dispensing
Tamper-evident caps to ensure product integrity

Leak-Proofing Measures

In addition to individual plastic bag wrapping, consider:

Teflon tape around the bottle cap
Heat shrink bands to provide a seal and prevent tampering

Enhancing Package Security

Tamper Evident Seals

Apply tamper-evident seals to each bottle and the outer packaging to alert recipients to unauthorized access.

Security Tapes and Labels

Use security tapes for the external packaging which leave a clear message or pattern if removed or tampered with.

Additional Documentation for International Shipping

Country-Specific Forms and Invoices

Some countries require special forms in addition to the commercial invoice, such as:

Import licenses
Certificates of Free Sale
Special declarations or affidavits

Translation of Documents

Ensure all paperwork is translated into the destination country’s official language to avoid customs delays.

Handling Returns and Damages

Clear Returns Policy

Outline a clear returns policy for customers that includes steps for:

Reporting damaged goods
How to return products safely
Possible restocking fees

Damage Control and Replacement Process

Create a process for quickly addressing any reports of damaged goods, including:

Assessing damage through photographs
Offering replacements or refunds
Learning from incidents to improve packaging

Staying Updated with Carrier Policies

Regular Review of Carrier Guidelines

Carriers frequently update their policies and guidelines for shipping hazardous materials. Regularly review these to ensure ongoing compliance.

Training on Safe Handling Practices

Ensure that anyone involved in the packaging and shipping is trained on the latest safe handling practices for hazardous materials.

Final Checklist Before Shipping

Pre-Shipment Inspection

Conduct a thorough inspection of each package before shipping, checking for:

Proper labeling and documentation
Secure packaging without any damage
Correct and legible addresses and markings

Record Keeping

Maintain records of all shipments, including:

Tracking numbers
Copies of all documentation
Correspondence with customers and carriers

Keeping detailed records can assist in resolving any issues that arise during shipping and provide proof of compliance with regulations.

Summary of Key Points

Essential oils require safe packaging and labeling to prevent leaks, spills, and breakage
Domestically, choose USPS, FedEx or UPS based on rates, delivery time, and restrictions
Internationally, opt for USPS, DHL or FedEx International
Certain oils like citrus and peppermint have added shipping requirements
Use spill-proof packaging and label as “flammable” or “hazardous” as needed
Insuring packages provides reimbursement if orders are lost or damaged