Sending Samples to Us
To ensure that you get the best possible service from us, and to comply with current legislation as well as ensure safety of our staff and sample couriers, we ask that you observe the following procedures when submitting a sample to us.
For all projects, we request that you obtain a proposal from our Customer Services team before sending your samples. This ensures that both parties are clear on the scope of the project, analysis required, the agreed turnaround time and associated costs.
A proposal will be generated from our Customer Relationship Management (CRM) giving you a unique identifier.
If you are unsure what analysis you require, please contact the team on +44 (0)118 918 4076 or email firstname.lastname@example.org.
Packaging your Samples
Samples should be packaged according to the nature of any associated hazards and in compliance with current legislation. You can find further information regarding the same packaging of toxic and hazardous substances below:
Hazardous and toxic materials must be packaged as follows:
- The outer and inner packaging should clearly state that the content is hazardous and the nature of the hazard e.g. cytotoxic, flammable, etc. It is a legal requirement that the carrier of goods and the recipient know the nature of any hazard in the event of an accidental spillage.
- The outer packaging should contain the name of the person for whom the samples are intended (or the department) – to minimise any unnecessary contact with the samples.
- Sharp objects should be packed in a rigid container or other suitable packing to prevent any injury to staff (eg. double wrapped - in bubble wrap and in a sealable bag).
Please be aware that failure to comply with our guidelines may result in the loss/damage of your test sample, delays in agreed turnaround times or additional costs being incurred.
Paperwork to Include
If applicable, always include a Safety Data Sheet (SDS/MSDS) for your samples. If no such information exists, the SDS for individual ingredients can be included. This information must be accessible within the package before the samples are opened. Refer to REACH (Registration, Evaluation, Authorisation and Restriction of Chemicals) for more information regarding SDS regulations.
Always include a sample submission form and complete all fields including details of the analysis required as this provides us with the information required to progress with your project.
Download a sample submission form here.
If you are unable to complete our sample submission form, the following information must be included with your samples:
- Name, full address, telephone number and email address - in case we have any questions. Please include invoicing address if different
- Number of samples to be tested with corresponding batches and references
- Analysis required, storage conditions and turnaround time – samples are booked in by the Central Sample Administration team before being distributed to appropriate laboratories, so those details are critical to ensure the samples are processed in a timely manner
- Whether GMP analysis is required – this is standard for the pharmaceutical industry, and will incur additional costs
- Specification or expected analyte level, if known
- Purchase Order Number (if your company uses a PO system, the number is required before completion of analysis)
- CRM proposal reference (obtained from Customer Services)
Thank you in advance for your cooperation and support in complying with our procedures.