Ship samples

1. Coordinate shipping early to protect sample integrity to avoid shipping delays and compromising sample holding times, the laboratory should contact the shipping company before sample collection. The shipping company will help determine the appropriate customs arrangements that must be made. A 24-hour (overnight) delivery service should be used for samples shipped to a laboratory. If 24-hour delivery is not available, using a ZDHC Approved Wastewater Laboratory to conduct a short-hold-time analysis should be considered. 

2. Shipping and customs forms provide sample shipping forms that may help to avoid delays in customs. 

3. Maintain Temperature Control During Sample Transportation: Samples must be shipped in cool boxes with sufficient insulation and artificial refrigerant ("blue ice"), or with ice contained in double zip-lock bags, to maintain a sample temperature of between 2°C and 8°C for the entire duration of transportation. Shipping containers that leak fluid, such as melting ice water, will likely be returned by the shipper. 

4. The sample cool boxes must be sealed with custody tape, signed and dated by the sampler. 

5. Ensure Proper Sample Custody and Transport Responsibility: The sampler is responsible for handling, processing and custody of the samples. This includes taking samples to the nearest servicing airport, bus station or other carriers. 

6. Use Proper Packaging to Prevent Damage and leakage: Containers should be held upright during shipment. Use bubble wrap around individual glass containers and other appropriate packing materials to prevent movement during shipment, cushion from shock and reduce the risk of leakage. 

7. The sampling team must maintain physical custody or use a custody seal tape on the sample cool boxes.

Examples of shipping and customs forms 

The following are examples of forms to be completed and accompany the samples during international shipment, which will minimise the chance of shipping delays in customs: 

1. Safety Data Sheet (SDS) for water samples. This illustrates that the wastewater samples are not some types of known hazardous material. Download here

2. Customs declaration forms for various countries. 

3. Toxic Substance Control Act (TSCA) certification. This form certifies that a sample is not a material which is hazardous to ship by air freight