Ask the receiving organisation how to submit the sample

Obtain the correct intake address, reference and packaging instructions before arranging collection. A laboratory or quality office may require a named submission contact and specific sample identifiers. Follow the receiver’s instructions rather than assuming any sealed food container is ready for review.

Record the product, batch and sample references in your own documentation. Keep the sample transport reference linked to those records without placing unnecessary commercial or personal information on the outside of the package.

Preserve the requested transport condition

Tell WTM the required temperature range and any time-sensitive intake condition stated by the receiver. The supplier should prepare and package the sample before collection. Identify any logger or supporting paperwork accompanying it and explain the handoff expected at arrival.

A food sample can be small yet require careful identification. Several sample containers in one outer carton should have an internal list, while the courier receives the number and size of the outer transport units. The two counts serve different purposes.

Arrange a deadline that the receiving desk can meet

A sample arriving after the intake desk closes may miss the intended review despite a fast drive. Confirm the actual receiving window and the person authorised to accept it. Give WTM the latest intake time alongside the sample’s ready time in Lloydminster.

For illustration, a manufacturer might need a retained packaged sample delivered to a Calgary quality team before its agreed review slot. The booking should identify that slot and the release contact rather than rely on the vague label urgent sample.

Keep transportation and analysis records separate

Track the journey through the WTM Customer Portal and retain the available POD. The receiving organisation issues its own sample acceptance and analytical records. A delivery signature does not establish a test result or confirm that the sample met every submission criterion.

If the receiver declines the sample or requests a different destination, use an authorised new instruction. The driver should not improvise disposal, storage or onward delivery. Provide a contact who can make that decision if a receiving problem arises.

Sample delivery questions

Does this article cover infectious or clinical specimens?

No. This is for described commercial food samples. Disclose any special classification or handling requirement for review before transportation is accepted.

Can the sample travel with its submission paperwork?

Yes. Protect and identify the paperwork as instructed by the receiving organisation, keeping it associated with the correct sample package.