Build a sample register the buyer can understand

Label each sealed sample with the producer’s reference and link it to the information supplied to the buyer. Record the number of containers in each outer package. Products with different storage instructions should be identified separately rather than hidden in one generic sample description.

WTM transports the prepared consignment; it does not approve ingredients, validate labels or assess a product for sale. Keep those product decisions with the producer and buyer. The transport request should communicate handling and temperature requirements clearly.

Allow time for receiving before the meeting

Ask the Calgary recipient when the samples can be accepted and placed in appropriate storage. Delivery to a reception desk immediately before a tasting may not give the organiser time to check and prepare the set.

For an illustrative meeting, the buyer might need two labelled sample groups and a separate information pack. Record the cold packages and paperwork distinctly so the receiver can reconcile what arrived without opening every container in a hallway.

Use packaging suited to the contents

Provide the final package dimensions, packed weights and orientation requirements. Seal liquid containers and secure glass or fragile packages appropriately. A small sample quantity does not remove the need for transport-ready packaging.

Disclose any additional monitoring or reporting requirement at quotation. Vehicle location tracking is useful for coordinating the buyer, but it is not evidence of the temperature inside the product package. The accepted transport instructions should make that distinction clear.

Choose the service around the complete schedule

Tell WTM when the producer will release the prepared samples and when the Calgary receiver needs them. Dispatch confirms the appropriate refrigerated service for the actual dates; do not promise the buyer arrival based on a highway driving estimate alone.

Use the Customer Portal to approve the quote and retain the POD with the sample reference. The producer’s product records remain separate from the courier’s delivery record. Start the request with a sample list, required conditions and the buyer’s receiving contact.