Sampling Procedures

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

1. Preparation

Check all the available information about the commodities you are to sample to find out what kind of samples should be taken.

2. Quantity of samples required

Determine on the basis of the type of goods and packaging what quantities should be sampled. See also minimum size of samples in step 3.

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 or lot. Usually, you can choose the aggregate samples from the lot which is the largest in numbers unless it is suspected that different lots are materially different. 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. For frozen retail packages see Packing: Frozen Products below. For more information, see the specific sampling procedure card Retail packages and finished articles After drawing the samples, go to step 7 below.
Bales, barrels, bags, tins, cans or other transport packages
	Take incremental samples from a number of these packages, based on chapter Sampling Methods 2.1 Sampling of bulk products in transport 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 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. See also chapter Sampling Methods 2.2 Sampling of bulk products for more information. For frozen bulk products see Packing: Frozen Products below. 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 after drawing the samples proceed according to step 7 onwards.
Moving cargo (e.g. conveyor belts, pumped or in pipes)
	For liquids see chapter Sampling Methods 1.6 Sampling from moving cargo. For solids see chapter Sampling Methods 2.3 Sampling from moving cargo. For gases see chapter Sampling Methods 6.4 Sampling of moving goods.
Frozen products
	Special attention is required when sampling frozen products to prevent condensation of humidity due to temperature changes and thawing, which will alter the water content of samples. See subchapter 6. packing. Retail packages: Frozen retail packages should remain unopened. Due to the particular difficulties of retaining the integrity of frozen samples, larger packages than usual are to be taken as samples. If in doubt, consult your customs laboratory. Bulk products: Sampling of frozen products by collecting a number of small pieces such as drillings or chippings is only acceptable for qualitative analysis. It is impossible to prevent the formation of condensation on such samples. For full laboratory analysis goods should be thawed under controlled conditions (e.g. on the importers premises) in their original packaging and sampled when they reached a temperature of ca. 10 ºC by cutting off one sufficiently large piece. If samples are obtained by cutting in the frozen state, one sufficiently large piece represents the sample. It needs to be wrapped tightly so that condensation will occur on the outside of the packaging. Do not attempt the formation of aggregate sample. The cut-off piece needs to be sufficiently big to represent the product.

3. Incremental Samples

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 the aggregate sample is sufficient to prepare the final samples. The size of the aggregate sample depends on:

the type of commodity;
the type of packing;
the size of the consignment;
the method of analysis applied;
the option for splitting the sample.

Quantity of incremental samples to be taken is dependent on the homogeneity, and the type of product. See the sampling cards for more information on the minimum size of sample to be taken. For goods not covered by a sampling card take as a recommended minimum quantity for each final sample 0,5 l of liquid or 0,5 kg of solid product.

For dual use goods, dangerous goods, narcotics and other psychoactive substances, precursors, new psychoactive substances (NPS), etc., and unknown solid or liquid sample see the chapter Sampling of Dangerous goods.

Generally, the sample size needed for laboratory analysis must not fall below the minimum quantity of sample of a specific card, even when there is the possibility to take less sample. Only in agreement with your customs laboratory you can proceed to take less sample than specified (for example in case of very expensive products or in case that there is not enough sample at all). Also inform the declarant that it is possible to ask for the return of the unused leftover sample, when the analyses and all customs verifications are completed.

4. Aggregate Sample

Mix the incremental samples thoroughly to obtain an aggregate sample.

5. Sample Division

Divide the aggregate sample into the correct number of identical final samples according to your national guidelines. See D01-01 Sample Divider.

6. Packing

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:

Reference number of the 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 above information on the packing, add a label to the packing.

Ensure you do not erase or cover the information on the original packing.

7. Sealing

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. Documentation

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. Storage

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. Closing and Marking Opened Packages

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. Disposal of Spoiled or Waste goods

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.