This article was written by Mallory Pfeifer, Communications Specialist III at Texas A&M Veterinary Medical Diagnostic Lab (TVMDL).

A sample’s journey from the clinic to the Texas A&M Veterinary Medical Diagnostic Laboratory (TVMDL) is unpredictable. Once a package enters the mail system, it’s likely to get tossed, turned, and bumped until it arrives at the laboratory. Knowing this, it’s imperative clients take steps to properly package samples to ensure they arrive safely and in a testable condition.

Here are examples of good, bad, and ugly methods of packaging samples.

The Good

All packages should be sent with at least three layers of packaging:
1. Primary: Sample in a bag
2. Secondary: Styrofoam shell
3. Tertiary: Cardboard box

Paperwork should be bagged separate from samples and additional material should be added to cushion and absorb moisture.

The Bad

Example: A small, single tube was shipped in a large box.

Here’s how it should’ve been shipped:
• Tube in a bag to prevent leakage
• Smaller box to reduce wasted space
• More cushioning and absorbent material
• Paperwork bagged separate from sample

The Ugly

Example: Multiple blood tubes were broken in transit.

Here’s how it should’ve been shipped:
• Tubes in a bag
• Cushioning and absorbent material added to box
• Paperwork included in box and bagged separate from samples

It is critical samples are packaged to prevent leakage. Couriers will hold packages that leak during transit. In extreme cases with blood leaks, hazmat teams will seize and dispose of packages. Both instances cause significant delays in testing due to packages being held at postal hubs or never arriving at TVMDL due to disposal.

Example: Samples were shipped in only a Styrofoam shell.

Here’s how it should’ve been shipped:
• Styrofoam shell placed in a cardboard box

This double layer of protection ensures samples and paperwork withstand the inevitably arduous journey to our labs. A perfectly collected sample can arrive at the lab untestable if broken or damaged in transit. TVMDL also recommends using standard Styrofoam shells. “Green” or environmentally friendly versions of Styrofoam often deteriorate during transit.

Example: Identifying information on a tube is unreadable due to blood, feces, and smudged ink.

Here’s how it should’ve been shipped:
• Outside of tube clear of blood and feces
• Smudge-proof ink used to list identification information

Samples that arrive in this condition cause a delay in testing as TVMDL staff have to contact the client to confirm information critical to testing.

Example: A bulk accession is shipped in multiple bags with no cushioning or absorbent material.

Here’s how it should’ve been shipped:
• Tubes placed in tube holders in numerical order
• Completed TVMDL Specimen Import Spreadsheet printed, bagged, and included in package
• Cushioning and absorbent material included in box
• TVMDL Specimen Import Spreadsheet sent via email to either the Canyon or College Station labs at the following email:
• College Station clientservices@tvmdl.tamu.edu
• Canyon canyonclientservices@tvmdl.tamu.edu

TVMDL strives to provide clients timely and accurate results. However, the testing process relies on a quality sample with legible, organized information arriving at the lab. The best way to ensure a safe transit is for clients to take steps to properly package all shipments to TVMDL.

If you need to order sample collection or shipping supplies, visit TVMDL’s supply order form.

If you have any questions regarding sample shipment, reach out to one of TVMDL’s four laboratories or visit tvmdl.tamu.edu.