Sending samples

Please observe the three i's of sample submission: identification, instruction, invoicing.

Identification

	First, preferably, describe the type of material by name ("Broiler Starter," "Fish Meal," "Vitamin Premix").
	Then code it by number (sample number, lot number, car number, etc.).  In any case we'll look for all the identification we can find on your sample container and cover letter.
	Our best advice on identification is: Imagine yourself finding a certificate of analysis six months from now somewhere on your desk; the information you'd want to see in such a situation is the sort of identification you should apply to your sample.  No more, no less.
	When writing on on plastic, metal or glass surfaces, make sure to use a waterproof marker (Sharpie® by Sanford is an excellent felt tip pen).  Even though non-waterproof markers seem to mark well on plastic bags and bottles, the jostling of the container against packing material in your box will erase the bulk of your writing before we get the sample!  And if the sample is an oil, write on a paper label and attach it to the container with clear tape over your writing.  Leaking fat will obliterate even Sharpie® ink no matter what the surface.

Instructions

	Your instructions should be written on company or organization stationery and should be signed.
	Indicate specific, individual tests.  "Minerals" or "complete breakdown" won't do.  If you want us to do "the same as the last time," please attach a photocopy of our last report.  On the other hand, you may use the abbreviations listed in our alphabetical price list freely, and some generic phrases are welcome: "proximate" (moisture, protein, fat, fiber and ash) is universally understood, and you don't have to list the individual fatty or amino acids to get a "fatty acid profile" or "amino acid profile."
	We appreciate that writing instructions can be a tedious job, especially when they seldom vary.  In those cases, write up a generic letter without date, run off a bunch of photocopies and include one with each package of samples you send.
	We also offer crack-and-peel adhesive labels with analysis checklists, which you may find handy.  They're free; just e-mail us and ask for a bunch.  We have them both for fat samples and dry materials.

Invoicing

	When more than one party is to receive copies of results, make sure to indicate which party will pay the invoice!
	If your organization's policies require that invoices go directly to an accounts payable unit rather than to the person submitting the samples, it is critical to provide a purchase order or other purchase document which your A/P will honor.