Sampling procedures

If you are responsible for drawing the samples, please proceed as follows:

1. Check all the available information about the commodities you are to sample, to find out what kind of samples should be taken.
2. Determine on the basis of the following what quantities should be sampled. See also minimum size of samples in step 3.
   
   

   Packing	Procedure for sampling
   Retail packages and finished articles. See for more information the specific sampling procedure card Retail packages and finished articles	Take an appropriate number of cans, bottles, bags or jars as a sample. Make sure that all cans, bottles or jars represent the same batch. Choose the aggregate samples from the lot which is the largest in numbers. Always take unopened intact packs. If the labels on the packing indicate that the consignment contains different products (e.g. a consignment of jam may contain different kinds of jam), you must take samples of each kind. Fewer samples may be required if the consignment is homogeneous. In principle the minimum amount/weight of identical final samples, required by the laboratory according to your national guidelines to be sent to the laboratory, should be enough. After drawing the samples, go to step 7 below.
   Bale, barrel or bag	Take incremental samples from a number of these packages. The procedure is described below from step 3 onwards.
   Bulk	Determine the composition of the goods. The goods are homogeneous when the composition throughout the consignment is uniform. The goods are heterogeneous (non-uniform) when the composition differs across the consignment. When the goods are in the form of pellets, grains or powder, smaller particles may be separated, and in liquids small particles can sink, float or emerge on the surface. Ensure that the top, middle and lower layers are properly mixed before sampling is performed. If the mixing is not possible (e.g. due to the size of the consignment or because of liquids presented in the frozen state) take more incremental samples at random from different parts of the consignment to ensure your sample is representative. The procedure is described below from step 3 onwards.
   Batch of charge (more than one batch)	Samples are taken from each batch. Labels can reliably indicate whether you are handling batches (a consignment of similar goods — but with different production dates, for example) or charges. When the lot is in bulk, proceed according to step 3 onwards. In all other cases proceed according to step 7 onwards.
   Moving cargo (e.g. conveyor belts or pumped)	Where the product is being mechanically moved using conveyors or other equipment there may be diverter valves or chutes which allow samples to be drawn at regular intervals from the moving stream. If these are not present it may be necessary for health and safety reasons to stop the flow and use a shovel or scoop to draw samples from the conveyor. In some cases samples may be collected by passing a pelican collector through the whole diameter of the moving stream at regular intervals determined by the moving speed. The incremental samples should be mixed to create an aggregate sample.

3. Take the necessary incremental samples.
   
   Determine the size of the aggregate sample to be taken. Enough incremental samples of the lot should be taken so that at least enough final samples can be prepared. The size of the aggregate sample depends on:
   
   • the type of commodity;
   • the type of packing;
   • the method of analysis applied;
   • the option for splitting the sample.
   
   Quantity of samples to be taken is dependent on the homogeneity, the type of product and the necessary analysis to be executed in the laboratory. See the sampling cards for more information on the minimum size of sample to be taken. For goods not covered by a sampling card an indicative list of recommended minimum quantity for each sample is given in the following table:
   
   

   Product Type / Goods	Recommended minimum quantity for each sample for goods not covered by sampling cards
   Liquid foodstuffs: non-alcoholic beverages, animal fats and plant oils, food preparations and supplement, sugar syrups, fruit vegetable concentrates etc.	0.5 l or the same volume of goods in retail sale packages
   Liquid chemical preparations and materials of chemical industry, mineral substances and mixtures, medicines, pharmaceutical preparations, painting preparations, primary forms of polymers and rubbers, etc.	0.5 l or the same volume of goods in retail sale packages
   Solid foodstuffs in loose or powder form or in pieces: food supplements or preparations, instant mixtures, starch, granulate feed material, etc.	0.5 kg; or the same weight of goods in retail sale packages
   Solid chemicals or chemical material in loose or powder form or in pieces, mineral substances and mixtures, medicines, pharmaceutical preparations, painting preparations, primary forms of polymers and rubbers, stone based products, ceramic mixtures, etc.	0.5 kg; or the same weight of goods in retail sale packages; or one piece of the same weight or more
   Textiles and textile products; fibres, threads, plastics sheets and pieces, foils and textiles; leather and leather products; shoes, etc.	1 piece of retail sale package or 1 piece of an article; Fibres and threads: one whole reel or approx. 100 m;; Woven fabrics: 25 cm x the width of the piece; Square products 50 cm x 50 cm
   Instruments and appliances	1 piece and/or documentation
   Dual use materials	1 kg or 1 piece
   Dual use products and technologies	1 piece and/or documentation
   Identifying of narcotics and other psychoactive substances, precursors, new psychoactive substances (NPS), etc.	Whatever size available even traces; Optimum 0.1 kg or 0.1 l or 1 piece of retail sale package
   Unknown solid or liquid sample	0.5 l or 0.5 kg; In complex cases more sample is needed

   
   In principe the minimum amount of sample must not be lower than the amount, mentioned in the table above or in a specific card. Take only a smaller amount of sample after consultation your customs laboratory (for example in the case of very expensive products).
   
   Note
   A declarant may request part of the aggregate sample for his own analysis before the official samples are taken. Take this into account when determining the size of the aggregate sample and the number of identical final samples.
4. Mix the incremental samples thoroughly to obtain an aggregate sample.
5. Divide the aggregate sample into the correct number of identical final samples according to your national guidelines.
6. Pack the samples according to the packing requirements (see Sampling containers). The packing of the samples sent to the laboratory must contain the following information:
   
   • number of request for analysis;
   • date of sampling;
   • name of customs office;
   • type of commodity;
   • a reference to the document describing the sample.
   
   If it is not possible to record the information on the packing, add a label to the packing.
   
   Ensure you do not erase or cover the information on the original packing.
7. Seal the final samples.
   
   Note
   When the original packing of products to be sampled cannot be opened and/or sealed without damage, e.g. in a standard packing, this packing may not need to be sealed. You can simply label the packing with a stamp. This procedure may differ in some Member States. Alternatively pack the sample in a clear plastic bag and place the sample label and seal on the bag. Please check against your national guidelines.
8. The goods should be accompanied with a declaration that the consignment has been sampled by the customs authorities. The declaration must contain a note indicating which products have been withdrawn from the consignment.
9. You must store the samples under the correct conditions at all times to prevent changes to the characteristics of the product. If facilities are not available at the sampling office then the samples must be transported immediately to the customs laboratory or a suitable storage place. Inadequate or incorrect storage may affect the viability of the sample and/or the result of the analysis. Refer to your national guidance regarding the storage and transport arrangements. Correct storage conditions may include controlling exposure to light and humidity as well as temperature.
   
   Warning
   All final samples must be sent to the customs laboratory when the storage conditions are inadequate in your customs office or to a suitable storage place.
   
   
10. During sampling you will often open the packing of the products and damage may occur. After sampling, the packing from which the samples are taken must be closed securely and marked to indicate that a sample has been drawn. This should be done by the declarant if they are present.
11. The sampling process will often create some waste or spoiled goods. You should try to limit the amount of spoiled goods when making your sampling plan. Any unused portions may be offered back to the declarant. Surplus products must never be returned to the consignment because they may cause contamination. Dispose of the waste and spoiled goods in accordance with national guidelines and local procedures.
    
    General guidelines for the disposal of waste or spoiled goods are given in the section ‘Health and safety’, Introduction to general principles, and in the SDS.
    
    

Consignment selected for sampling

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Ensure that all necessary documentation is available including full description of the goods and SDS if required.

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Check Samancta for the appropriate sampling card and ensure you understand all the health and safety requirements.	►	If you are not satisfied that you can take the samples safely, do not proceed. Seek further advice from your laboratory and/or other specialists.
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▼ ▼	Sampling may be carried out by a specially trained staff or a contractor. If a contractor is used, you must supervise the following actions.		Sampling may have to be abandoned.
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Prepare a sampling plan on the basis of the available information and using appropriate scales of examination from Samancta.

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Ensure you have the necessary sampling equipment and sample containers.

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Ensure you have the necessary protective equipment.

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Check that the consignment you are looking at is the correct one (Seals, container numbers, marks, etc.).

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Check that the container is free from hazardous fumes (A contractor is usually employed to certify this).

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Check the goods presented agree with the documentation (number, weight, description)

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Check batch numbers/production dates or lots (Your sampling plan may have to be modified to ensure representative samples are obtained).

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Select the packages to be sampled using the sampling plan or establish the method of sampling for bulk goods.

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Draw incremental samples according to your sampling plan and put them together to create your aggregate sample.

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If required reduce your aggregate sample using an appropriate sample division method to ensure that the final samples are in excess of the minimum sample size required for analysis but not too large.

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Pack the final samples (original, duplicate/reference and the trader's sample - if required). Ensure that the method of packing will maintain the analytic characteristics of the samples.

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Seal and mark/label the samples with references.

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Complete the sample form and your local records.

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Ensure that the samples are stored appropriately to maintain the characteristics of the samples. If appropriate storage is not available - transfer immediately to the laboratory or an appropriate storage facility.

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Ensure that the samples are transported to the laboratory in appropriate conditions to maintain the analytical characteristics of the samples. A copy of the sample form together with any information about dangerous goods should accompany the sample.