Best Practices for Shipping Lab Samples for Testing: What Manufacturers Need to Know 

Shipping products for laboratory testing may seem like a small step in the process, but the way a sample is packaged and documented has a direct impact on turnaround time, sample integrity, and overall project efficiency. Dell Tech receives a wide variety of samples that include aerosols, liquid detergents and sprays, corrosive cleaners, flammable liquids, wipes, cosmetic products, paints, and other regulated materials. Each type requires careful preparation to ensure safe transport and timely delivery. 

Although this blog highlights important considerations, the process itself is straightforward. Most clients simply package their sample securely, complete the Sample Submission Form, include the SDS when available, and ship using a reliable courier. Our team is always available to answer questions so you never have to navigate the process alone. 

Understand the Type of Sample You Are Shipping

Different product types come with different handling and transportation requirements. Dell Tech commonly receives: 

• Aerosols and other pressurized containers
• Liquid cleaners, detergents, and spray products 
• Acidic or alkaline products for reserve testing 
• Corrosive cleaners for metal corrosion or dermal corrosion testing 
• Flammable liquids 
• Pre-moistened wipes 
• Paints, coatings, and cosmetic products 

The physical form and hazard class determine how your sample must be packaged and whether it falls under dangerous goods regulations. Identifying the product type early helps you prepare the shipment correctly and avoid unnecessary delays. 

Package Samples Securely to Protect the Shipment

Proper packaging helps prevent leaks, breakage, and damage during transit. Regardless of hazard classification, the following practices apply to most sample types: 

• Use sturdy, well-sealed primary containers. 
• Ensure caps, spray triggers, and actuators are tightened and secured. 
• Use a secondary container or sealed bag for liquids. 
• Include absorbent material for liquid samples. 
• Use cushioning for aerosols and pressurized cans. 
• Select an outer box capable of withstanding transport conditions. 

Avoid sending more sample than necessary. Dell Tech requests specific amounts based on the tests being performed, and sending excessive volume can result in additional waste disposal fees. Ideal quantities vary by test and may change over time as procedures or equipment evolve. The sample amount will be listed on your lab services quote. 

Follow Dangerous Goods Requirements When Applicable

Many products tested at Dell Tech fall under TDG, DOT, or IATA regulations due to properties such as flammability, corrosivity, or pressurization. To help ensure smooth transport: 

• Confirm whether your product qualifies as a dangerous good. 
• Use packaging and labels that align with applicable regulations.
• Follow required packing instructions for the hazard class. 
• Apply the Limited Quantity exemption when eligible and permitted for the mode of transport. 

Dell Tech has two detailed blogs on Limited Quantity exemptions available on our website. These provide useful background for clients shipping small amounts of regulated material. 

The shipper is responsible for regulatory compliance, but following these general practices helps avoid refused shipments and courier delays. 

Prepare Accurate Customs Documentation for International Shipments

International shipments present additional considerations. Dell Tech has noticed an increase in customs delays in recent years, which makes accurate documentation and courier reliability more important than ever. 

Best practices include: 

• Clearly mark the shipment as a Lab Sample on customs forms. 
• Provide an accurate and simple description of the product. 
• Avoid vague terms, marketing language, or incomplete information. 
• Provide a realistic estimated value. Declared values of one dollar or zero dollars are often flagged as inaccurate and may trigger manual review by customs. 

Clients shipping from outside Canada may choose to use Dell Tech’s customs broker for an additional fee. If you would like to do so, contact our team and we will provide the necessary broker information. 

Thorough and accurate customs documentation reduces the likelihood of delays and ensures your sample reaches the lab quickly. 

Choose a Reliable Courier

Not all couriers manage chemical samples with the same consistency. Based on many years of receiving shipments from across North America and overseas, Dell Tech has found that UPS provides the most reliable, predictable service. Clients who use UPS typically experience fewer delays, fewer package refusals, and smoother customs processing. 

A reliable courier helps maintain your expected project timeline and protects sample integrity. This is especially important for flammable liquids, products sensitive to temperature changes, or samples that may degrade if held at customs for extended periods. 

 Include the Required Documentation for Testing

Dell Tech requires certain documents before testing can begin. Providing them upfront helps ensure that your project moves forward without delays. 

Sample Submission Form (SSF) 

The SSF is included on the final page of every Dell Tech Lab Services quote. It must include: 

• The exact sample name as you want it to appear on your report 
• Directions for use, such as: 
  • Shake or do not shake instructions for aerosols 
  • Dwell time 
  • Dosage or amount of product to apply 
  • Dilution or ready-to-use status 
  • Any other handling instructions needed for accurate testing 

You may ship the SSF with the sample or email it directly to our lab. 

Safety Data Sheet (SDS) 

Whenever an SDS is available, it should accompany the shipment or be emailed to our team. Even when an SDS is not required for every test, providing one helps us ensure safe handling and identify hazards relevant to the testing process. 

Dell Tech uses SDS information to determine: 

• Appropriate precautions for technicians 

• Flash point information before heating samples 

• Potential decomposition products for samples that will be ignited 

• Relevant toxicity or reactivity considerations 

Providing the SDS early helps us prepare the correct safety measures and testing conditions. 

Additional helpful documents 

• Packing list 
• Dangerous goods declaration when required 

Submitting all required documentation at the start prevents administrative delays.

When Dell Tech Begins the Quoted Turnaround Time

Dell Tech begins the quoted turnaround time once all required items are received: 

• The sample 
• The completed SSF 
• The SDS when applicable 
• Prepayment 

Receiving all components upfront allows the project to move into the testing queue without interruption.

Label Samples Clearly

Clear labeling helps ensure that samples are logged accurately when they arrive. Each sample should include: 

• Product name or identifier (bonus points if it is an exact match to the name you wrote on the Sample Submission Form) 
• Hazard information if known 
• Lot or batch number if applicable 

Accurate labeling supports efficient processing and prevents delays. 

Contact Dell Tech Before Shipping if You Have Questions

Dell Tech encourages clients to reach out if they have any uncertainty before shipping. We can assist with: 

• Whether an SDS is needed for the test 
• How much sample to send, which is also listed in the lab services quote 
• International shipping concerns 
• Providing information for Dell Tech’s customs broker if needed (fees apply) 

These topics ensure efficient sample submission without entering into transportation consulting. 

While several best practices are included in this guide, most clients find the process simple once they know what to include. A securely packaged sample, the SSF, and the SDS when available are usually all that is required. If anything is unclear, Dell Tech is happy to provide guidance. 

Conclusion 

Shipping samples for laboratory testing does not need to be complicated. With secure packaging, correct documentation, and a reliable courier, most clients complete the process easily and without issues. Accurate information has become increasingly important due to rising customs delays, but Dell Tech is here to support you at every step. If you have questions about preparing your shipment, our Lab Services Group is ready to help. 

Explore Dell Tech’s Lab Testing Services → 

DELL TECH HAS PROVIDED PROFESSIONAL, CONFIDENTIAL CONSULTING SERVICES TO THE SPECIALTY CHEMICAL INDUSTRY IN CANADA, THE USA, EUROPE AND ASIA FOR THE LAST 40 YEARS.