Sample Submission Standard Operating Procedure

1. Purpose and Scope

The purpose of a Sample Submission Standard Operating Procedure (SOP) is to provide clear, consistent instructions for the preparation, packaging, and submission of samples for analytical testing. Following this procedure ensures sample integrity, accuracy of analytical results, and the safety of laboratory personnel and transit staff.

2. Responsibilities

It is the responsibility of the submitting party to ensure that all samples are collected using validated techniques, properly labeled, and accompanied by accurate documentation. Laboratory staff are responsible for inspecting the received samples upon arrival to ensure they meet the acceptance criteria defined in this SOP.

3. Sample Collection and Preparation

To ensure valid analytical data, samples must be representative of the source material. Key considerations include:

• Proper Containers: Use only containers specified by the laboratory (e.g., amber glass for light-sensitive samples, sterile plastic for microbiological samples).
• Sample Volume/Weight: Provide the minimum amount required as specified in the service catalog to ensure adequate material for testing and potential re-analysis.
• Preservation: If required, samples must be preserved immediately (e.g., temperature control, chemical stabilization) to prevent degradation.

4. Labeling Requirements

Each sample container must be clearly and uniquely labeled. Illegible or missing labels will result in the rejection of the sample. Required information includes:

• Unique Sample ID (matching the submission form).
• Date and time of collection.
• Name of the collector.
• Storage requirements (if applicable).

5. Documentation

A completed Sample Submission Form must accompany every shipment. The form acts as a Chain of Custody document and must include:

• Client contact information.
• Project name or reference number.
• List of requested analytical tests.
• Specific turnaround time requirements (Standard vs. Rush).
• Hazard warnings for dangerous or biohazardous materials.

6. Packaging and Shipping

Samples must be packaged to withstand the stresses of transit. Use secondary containment for liquid samples to prevent leaks. For temperature-sensitive samples, use appropriate insulation and cooling media (e.g., ice packs or dry ice) to maintain the required internal temperature throughout the shipping duration.

7. Sample Acceptance and Rejection

Upon receipt, the laboratory will perform an intake review. Samples may be rejected if:

• The container is broken or leaking.
• The sample exceeds its holding time.
• Labels do not match the submission form.
• The sample was not stored at the required temperature during transit.

Clients will be notified immediately if any discrepancies or issues are identified during the intake process.