Start with the decision and the requested tests
Tell the laboratory whether you need formulation data, evidence for a lot-acceptance decision or investigation of a specific concern. Identify the material and describe its physical form.
- Have your quality team give the exact test request and any agreed specification relevant to that decision.
- Ask the laboratory to confirm that the proposed analyses and methods suit the material and purpose.
Agree what the sample will cover before collecting it
Define the lot or portion to be assessed. Have your quality lead, laboratory and trained sampler confirm the actual sampling procedure for that material and test purpose.
- Agree collection locations, how portions will be combined or kept separate, and how the laboratory sample will be prepared.
- Flag visibly non-uniform portions or different sample conditions, and confirm separate sampling and testing arrangements with the quality lead and laboratory.
Make the sampling record travel with the sample
Give each submitted sample a clear identifier linked to the material, producer and lot. Record who collected it, when, where and under which agreed procedure.
- Describe the packages or locations sampled and any departures from the plan, so the claimed coverage can be reviewed.
- Use the same identifiers on the sample container and submission form; identify targeted samples from a particular portion as such.
Confirm handling and the laboratory handover
Ask the laboratory to specify the required sample amount, container, preparation, preservation and transport conditions for the requested tests. Follow those instructions when arranging dispatch.
- Send the submission form with the sample and record the dispatch details.
- On receipt, obtain the laboratory sample number and any reported condition or identification issues; agree corrective action with the laboratory and quality lead.
Buyer questions
Can a handful from one bag represent the whole lot?
Describe the actual collection point and method. Claim only the coverage supported by the recorded sampling procedure; have your quality lead and laboratory assess whether another collection is needed.
Should I mix wetter or visibly different material into one sample?
Keep the different portion identifiable and have the quality lead and laboratory confirm separate sampling and testing arrangements. Combining non-uniform portions may conceal the problem being investigated.
Should I grind or dry the sample before sending it?
Ask the laboratory which preparation is appropriate for the requested tests and who should perform it. Confirm this before changing the sample.