How to Transport Biomaterial from a Cryobank to Another IVF Clinic

A cryobank is a facility where frozen embryos, sperm, or eggs are stored. But what should you do if you decide to change clinics or move to another city? The material needs to be transported. How do you arrange it, where should you start, and how long does preparation take? In this article, I will explain how to organize the transfer of biomaterial from a cryobank to another IVF clinic, which documents are required, and what you should pay attention to so that everything goes smoothly. Let’s start with the most common question: when does such a need arise in the first place?

When Biomaterial Needs to Be Transported from a Cryobank

There are several situations in which embryos, sperm, or eggs may need to be transported from a cryobank to another clinic. And all of them are connected with real-life circumstances rather than simple preference.

Changing IVF Clinics

This is the most common reason. A patient or couple decides to continue treatment at another clinic because it uses different protocols, has different equipment, or works with different specialists. Or simply because things did not work out at the current clinic.

The material remains stored in the cryobank of the previous clinic, while the patient wants to use it at the new one.

Moving to Another City or Country

A person moves, but the biomaterial remains behind. If treatment is to continue at the new place of residence, the material has to be transported.

Donor Material

A cryobank storing donor sperm or oocytes may be located in another city or even another country. The IVF clinic where the material will be used arranges for it to be delivered from that bank.

What Types of Biomaterial Can Be Transported from a Cryobank?

Practically any type, provided it has been properly frozen and stored.

Embryo Transport

Embryos are the most common type of material transported from a cryobank. They have already been created and only need to be delivered to a new location.

However, consent is important here. If the embryos were created during marriage, consent from both spouses will be required for the transfer.

Sperm Delivery

Both a patient’s own sperm and donor sperm can be transported.

For a patient’s own sperm, a statement from the owner and confirmation from the clinic are usually sufficient. Donor sperm requires additional documents confirming its origin and eligibility for use.

Transporting Eggs and Oocytes

Whether they are the patient’s own oocytes or donor oocytes, the logistics are similar to sperm transport.

The key point is verifying the labeling: the storage devices placed inside the cryogenic container must correspond exactly to the documentation.

How to Coordinate the Transfer Between the Cryobank and the Clinic

This stage is often underestimated, even though it can take more time than the transport itself.

Confirmation from the Receiving Clinic

The first thing you need to do is obtain written confirmation from the clinic where you plan to send the material.

This confirmation should specify who will receive the material, usually a particular embryologist, when it can be delivered, including the date and time, and which documents the clinic requires.

Without this confirmation, the cryobank will not release the material.

Authorization from the Cryobank to Release the Material

The cryobank will not simply hand over the material either.

You will usually need an application from the owner requesting release of the material, confirmation that there are no outstanding storage fees, consent from the second owner in the case of embryos, and a power of attorney if the material is being collected by someone other than the owner.

Each cryobank has its own internal requirements, so it is important to clarify them in advance.

Which Documents Are Required?

The document package for transporting biomaterial from a cryobank to an IVF clinic usually includes consent from the owner or owners authorizing the transfer, the owner’s identification document or passport, confirmation from the cryobank that the material can be released, confirmation from the receiving clinic that it is ready to accept the material, medical documentation relating to the material if available and required by the receiving clinic, and a power of attorney if the material is collected by a courier rather than by the owner.

How Transport from a Cryobank Works

The entire process, from the initial request to signing the handover document, can be divided into several stages.

Preparing the Dry Shipper

The transport company delivers a special cryogenic container, known as a Dry Shipper, to the cryobank.

It is charged with liquid nitrogen, checked for leaks, and prepared to receive the samples.

An important point is that the Dry Shipper must be certified for air transport and must not contain any free liquid nitrogen. Otherwise, it may not be allowed onboard the aircraft.

Handing the Samples Over to the Courier

This is one of the most critical stages.

A cryobank employee or embryologist removes the samples from the stationary storage system and places them inside the transport container.

Importantly, the courier does not handle the samples themselves. Only authorized clinic staff are allowed to do this.

Once the samples have been placed in the Dry Shipper, the container is sealed. The seal confirms that nobody opened the container during transport.

Transport to the Clinic

The courier accompanies the container throughout the entire route.

At the airport, the container is not handled like ordinary baggage and is carried in the cabin.

The courier ensures that it remains upright throughout the journey.

Monitoring is carried out during the entire trip using GPS tracking and temperature control.

Receiving the Material at the Clinic

At the agreed time, the courier arrives at the receiving clinic.

The embryologist checks the integrity of the seal, the labeling on the storage devices, which must match the documents, and the documentation accompanying the material.

Once everything has been checked, a handover certificate is signed.

From that moment, responsibility for the material passes to the receiving clinic.

International Transport from a Foreign Cryobank

If the cryobank is located in another country, the process becomes more complicated.

Customs requirements are added because the import and export of biological materials are regulated by national legislation.

In Russia, for example, Government Resolution No. 1734 dated November 1, 2025 is in force, and approvals for the import and export of human biological material samples are issued by Roszdravnadzor.

Documents may also need to be translated into the language of the destination country, and in some cases additional permits may be required.

A professional transport company can assist with all of these formalities.

How Long Preparation and Delivery Take

It is important to distinguish between two separate timeframes: preparation time and the transport itself.

Preparation may take anywhere from several days to several weeks. It depends on how quickly the clinics and the cryobank coordinate the documents and authorize the release of the material.

In practice, preparation usually takes around two weeks.

The transport itself generally takes 24–48 hours.

For fresh embryos, meaning embryos that have not been frozen, the time limit is even stricter: no more than 72 hours.

Transport times of up to seven days may be acceptable, although in most cases even international shipments, including customs procedures, are completed within two to three days.

What Determines the Cost?

The cost of transporting biomaterial from a cryobank to an IVF clinic depends on the same factors as any other cryogenic transport service: the route, including the city, country, and continent; whether a Dry Shipper needs to be provided; the volume of documentation and the complexity of preparing it; urgency; the number of connecting flights; and the overall duration of the route.

Common Causes of Delays

Delays are easier to avoid if you know where they usually occur.

Incomplete documents are the most common cause. Something may be missing, something may not have been certified, or dates may not match.

Labeling errors are another common issue. If the labels on the storage devices do not match the documents, the clinic may refuse to accept the material.

Another problem is the absence of written confirmation from the receiving clinic. If the clinic has not formally confirmed that it is ready to accept the material, the cryobank will not release it.

Timing conflicts can also cause problems. For example, the cryobank may release the material on Monday, while the receiving clinic may only be able to accept it on Wednesday. This leaves the material in an uncertain logistical situation.

Checklist Before Arranging Transport

Before booking transport from a cryobank to an IVF clinic, check that you have received written confirmation from the receiving clinic.

Make sure the cryobank has authorized the release of the material.

Check that all required consent forms have been signed, including consent from the second owner in the case of embryos.

Verify that the sample labeling matches the documentation.

Prepare identification documents for the owner.

Arrange a power of attorney for the courier if the material will be collected by someone other than the owner.

For international transport, make sure translations and customs documents are ready.

And finally, confirm that the collection and delivery dates have been coordinated with both parties.