SHIP SAMPLES TO BIOTRAX

Step-by-Step Guidance for Preparing and Sending Your Submission

Clients outside the local pickup area may ship applicable food, beverage, ingredient, environmental, water, and other confirmed samples to Biotrax.

Successful testing begins before the package leaves your facility. The requested analysis, sample requirements, test order, packaging, temperature, and delivery timing should all be established before shipment.

Use the steps below to prepare your submission or contact Biotrax when any requirement is unclear.

CONFIRM YOUR SHIPPING REQUIREMENTS

CONFIRM THE TESTING BEFORE COLLECTION

Do not begin by choosing a box or carrier. Begin by confirming what the laboratory needs.

Before collecting a sample, establish:

What the sample is.
Which analysis is being requested.
Why the testing is needed.
The required sample quantity or volume.
The correct container, bag, swab, plate, or collection vessel.
Whether a preservative is required.
Whether the sample should be refrigerated, frozen, or maintained under another condition.
The applicable holding time.
Whether a specific method, reporting limit, or accredited result is required.
When the sample should arrive at the laboratory.

Sample requirements vary by analysis and product matrix. A collection method or container that works for one test may not be appropriate for another.

Contact Biotrax before collection when you are unsure which requirements apply.

ASK ABOUT SAMPLE REQUIREMENTS

DOCUMENT WHAT YOU ARE SENDING

Biotrax must receive clear information about each sample and the requested testing.

Before shipment, use one of the following submission paths:

TRAX PORTAL

Clients with TRAX access may create a test order and enter the sample and testing information through Biotrax’s laboratory information management system.

Depending on the client workflow, the customer may enter the order directly or provide the information needed for the Biotrax team to prepare it.

ACCESS TRAX PORTAL

SUBMISSION FORM

Clients may also complete the applicable chain-of-custody or submittal form available through the Guidance Center.

ACCESS SUBMISSION FORMS

DIRECT COORDINATION

When a testing request has been discussed directly with Biotrax, confirm how the sample and testing information should be documented before shipment.

CONTACT BIOTRAX

MAKE THE INFORMATION MATCH

The following should use the same sample name or identification code:

Sample label
TRAX entry
Submission form
Supporting documentation
Shipping or packing list, when used

IMPORTANT: Avoid vague sample names such as “Sample 1” when more specific identification is needed to distinguish products, lots, locations, dates, or sampling points.

LABEL SAMPLES BEFORE PACKAGING

Each sample should be labeled clearly enough to connect it to the correct test order and requested analysis.

As applicable, sample identification may include:

Product or sample name.
Unique sample identification code.
Lot, batch, or production information.
Collection location.
Collection date and time.
Sampling point or environmental zone.
Sample type.
Requested storage condition.
Client or facility name.

Labels should remain readable throughout transportation. Do not place the only identifying information on packaging that may become wet, damaged, or separated from the sample.

When submitting multiple samples, confirm that each individual container can be matched to the correct entry in TRAX and/or on the submission form.

PROTECT THE SAMPLE DURING TRANSPORTATION

Packaging should protect the sample from leakage, breakage, contamination, temperature changes, and damage during transit.

PRIMARY CONTAINER

The sample should be collected in the correct, securely closed container, bag, swab system, plate, or vessel for the requested analysis.

Inspect the closure before packing. Do not ship a leaking, cracked, damaged, or improperly sealed sample container.

SECONDARY CONTAINMENT

Place samples inside suitable leak-resistant secondary containment.

When needed, use appropriate absorbent and protective material to contain leakage and prevent containers from moving or striking one another.

OUTER PACKAGING

Use a sturdy outer box or shipping cooler that is appropriate for the weight, number, condition, and temperature requirements of the samples.

Fill empty space so containers do not shift during transportation. Protect fragile items, plates, bottles, and other breakable materials from impact.

CONTROL TEMPERATURE WHEN REQUIRED

Some analyses require samples to remain refrigerated, frozen, ambient, or under another specified condition during transportation.

When temperature control is required:

Use appropriate insulated packaging.
Use cold packs or other approved materials suitable for the requested condition.
Separate the sample from direct contact with materials that could freeze, damage, or contaminate the container.
Use enough temperature-control material for the expected transit time.
Protect samples from melted water or condensation.
Prevent containers and paperwork from becoming submerged.
Minimize delays between collection and shipment.

Do not assume that every sample should be frozen or packed with cold materials. Freezing or excessive cooling may make certain samples unsuitable for the intended analysis.

Confirm the required condition before packaging.

PAPERWORK

Place submission paperwork in a sealed protective sleeve or bag so it remains separate from samples, moisture, melted cold packs, or possible leakage.

CARRIER REQUIREMENTS

The shipper is responsible for using packaging and a carrier service appropriate for the material being sent.

Contact the carrier directly when the sample is subject to special packaging, labeling, declaration, or transportation requirements.

SHIP WITH THE LABORATORY SCHEDULE IN MIND

Use a trackable carrier service and select a delivery schedule that supports the sample’s required holding time and condition.

Before dispatch:

Confirm the laboratory is open to receive the package.
Consider the sample’s collection date and holding time.
Avoid unnecessary weekend or holiday delays.
Account for weather or carrier disruptions.
Confirm whether next-day or another expedited service is needed.
Retain the tracking number.
Monitor the shipment until delivery is confirmed.
Contact Biotrax if a delay may affect the sample.

IMPORTANT: Time-sensitive, preserved, refrigerated, frozen, or method-specific samples should not be shipped without confirming the appropriate arrival plan.

WHERE TO SEND YOUR SAMPLES

Contact Biotrax before shipping when:

The sample has a short holding time.
The package may arrive near closing.
Delivery may occur on a holiday or outside normal business hours.
The shipment requires special receiving or handling.
A carrier delay has occurred.
The sample is being sent internationally.

IMPORTANT: Holiday and special receiving schedules may vary.

Biotrax Testing Laboratory Inc

3580 Harlem Road suite 2, Cheektowaga, New York 14215, United States

716-651-0146

Hours

Open today

09:00 am – 05:00 pm

DO YOU NEED SHIPPING MATERIALS?

Biotrax may provide applicable boxes, shipping coolers, insulated packaging, collection materials, or other supplies for certain testing programs and client orders.

Availability may depend on:

The requested analysis
Sample type
Number of samples
Client location
Account or project arrangement
Planned shipping method
Inventory
Required lead time

Not every order qualifies for or requires Biotrax-provided packaging.

When Biotrax materials are not available or applicable, the client is responsible for using suitable containers and packaging that protect the samples and meet the carrier’s requirements.

Order or request materials early enough to receive them before the planned collection and shipping date.

VIEW SUPPLY OPTIONS

SHIPPING FROM OUTSIDE WESTERN NEW YORK

UNITED STATES SHIPMENTS

Clients throughout the United States may ship applicable samples after confirming the testing, sample requirements, packaging, and arrival timing.

Transit time should be selected around the sample’s condition and applicable holding time—not only the shipping cost.

INTERNATIONAL SHIPMENTS

International samples must be discussed with Biotrax before collection or shipment.

The ability to receive and test a sample may depend on:

Product or sample type
Country of origin
Import or carrier restrictions
Required documentation
Packaging and labeling
Customs processing
Temperature control
Transit time
Sample condition upon arrival
Laboratory method and reporting needs

IMPORTANT: Do not send an international sample until Biotrax has reviewed the request and confirmed the appropriate next step.

DISCUSS AN INTERNATIONAL SHIPMENT

PLANNING ROUTINE OR RECURRING SHIPMENTS?

Organizations with ongoing testing needs may benefit from establishing a consistent submission workflow.

Contact Biotrax when your program involves:

Routine product submissions
Regular environmental-monitoring samples
Multiple products or facilities
Repeated shipments from the same location
Customer-specific test orders
Recurring supply needs
Consistent sample-identification formats
Coordinated shipping schedules
Changes to an existing testing program

Planning the workflow in advance can help establish clear expectations for:

Sample identification
Test-order entry
Required supplies
Packaging
Shipment timing
Receiving
Communication when an issue occurs

DISCUSS A RECURRING TESTING PROGRAM

BEFORE THE PACKAGE LEAVES YOUR FACILITY

Confirm that:

The testing request has been established.
The required sample amount was collected.
The correct container or collection material was used.
Every sample is labeled clearly.
Sample labels match TRAX or the submission form.
The requested condition is being maintained.
Containers are sealed and protected.
Paperwork is included and protected from moisture.
The shipping address is correct.
Delivery is planned within the required timeframe
Tracking information has been retained.
Biotrax has been contacted about any unusual, time-sensitive, or international shipment.

A few minutes spent reviewing the submission before dispatch can help prevent delays, questions, or problems when the package arrives.

READY TO SHIP YOUR SAMPLES?

Tell us what you are sending, which testing is needed, where the shipment will originate, and when it is expected to arrive.

Our team can help confirm the sample requirements, submission documents, packaging considerations, and appropriate delivery plan.