LAST UPDATED: 05.25.23
Step 1. Complete & Submit Your Electronic Chain of Custody/Order Form via Email
Request one report type (Standard or Certificate of Analysis) per Chain of Custody/Order Form.
The number of samples for a given date determine whether you meet the $30 minimum required amount, not individual orders. Example: If you have entered three separate orders that add up to at least $30 on one given day, you have met the minimum requirement.
Click here to download the Chain of Custody-Order Form. This replaces the old form.
Complete Chain of Custody/Order form in Excel:
- Sample Description: 30 characters max. Use column width as a guide.
- Sample Lot: 30 characters max. Use column width as a guide.
- Assays: Select assays from drop-down field on each row. If you need something OTHER, please specify in your email message to lab@trelfalabs.com.
- Collected By: Enter full name of person collecting samples.
- Collection Date: Enter date sample was collected.
- Report Type: Select report needed from drop-down field.
- Company Name: Enter exactly as shown under the Bill To on your most recent Invoice or Lab Report. Do not use a DBA. Typos delay processing time.
- Ignore cells in gray and Data worksheet.
- Save form, identifying your company name and submission date in the filename. Example: ABCMfg 021023.xlsx
- Email form to lab@trelfalabs.com.
- Print form.
- Submit printed form with samples.
- Re-use your original Chain of Custody/Order form as needed, saving with a new date in the file name upon each submission.
Our staff will import your form data into our system as a Sales Order and email you a copy. The Sales Order number can be matched to both Lab Reports and Invoices.
Lab Reports will be emailed to everyone in your company’s profile, including third parties you have designated, upon testing completion.
Form requests: rebecca@trelfalabs.com
Report requests: lab@trelfalabs.com
*Please add us to your email software’s safe sender/whitelist!*
Step 2. Prepare Samples for Delivery
- Create a clean and sanitized environment by following food safety preparation and handling instructions.
- Food Manufacturers: follow your Good Manufacturing Practices (GMPs).
- Food Service Professionals: follow USDA guidelines.
- Determine the type of raw material or finished product to be sampled: liquid, dry, raw meat/poultry, fresh, frozen, etc.
- Take a temperature using a calibrated thermometer appropriate for the sample material.
- Record the following on the outside of each sample container. You may print labels using our standard 2″ x 4″ Sample Label Template (Avery 5163).
- Trelfa Labs’ Electronic Chain of Custody/Order Number – Necessary for government compliance.
- Name of the company shipping the sample.
- Name of the company responsible for payment, which may or may not be the same as the shipper.
- Sample Name/Description (try to limit to 30 characters)
- Sample Lot/Code
- Date and Time Sample was Pulled. We cannot be held responsible for packages in need of immediate attention upon arrival if we are not informed of the delivery date.
- Sample Type
- Temperature
- Sampler’s Initials
- Special Instructions
- Please make sure that your samples are:
- clean
- packaged properly/tightly sealed
- included with ice packs, if refrigeration is required; we do not recommend dry ice
- included with packing material to avoid damage en route
- properly identified so that they can be matched to your Chain of Custody/Order
- no threat to laboratory operations
- delivered within a time frame that matches the required testing method
Delivery Address: Trelfa Labs, Inc., 6 Merrill St., Unit 4, Salisbury, MA 01952 (Second unit to the right of former Cinemagic entrance. No overhead sign.)
Below you will find detailed instructions for each type of sample.
Liquids Other Than Water
(Required sample size minimum: 100 ml)
- Whenever possible, materials and products to be sampled should remain in their original packaging. Trelfa Labs will accept individual samples weighing up to 25 lbs.
- When a completely sealed container of liquid cannot be easily used as a sample, use a sterile sampling device which will allow the sample to be taken from the material’s container without coming into contact with the sampler’s hands or other unsanitary surface.
- Pour the sample from the sampling device into a sterile polypropylene container and seal immediately.
- Seal the top of the container using plastic tape applied in a counter-clockwise fashion.
- Identify the sample within the container with the following information. You may use our printable Sample Label Template.
- :
- Trelfa Labs, Inc. Chain of Custody/Order Number
- Name of the company shipping the sample.
- Name of the company responsible for payment, which may or may not be the same as the shipper.
- Sample Name
- Sample Lot/Code
- Date & Time Sample Pulled
- Sample Type
- Temperature
- Sampler’s Initials
- Special Instructions
- Store samples at 41 F (5 C) or lower until delivered to the laboratory.
- To prepare for delivery, follow these steps:
- Place sealed sample containers in an insulated box.
- Place ice packs on top of samples, if necessary.
- Place packing material, such as crumpled paper or foam packing “peanuts”, around the samples. Do not cover tops of the samples with this packaging.
- Fill the remaining head space with crumpled paper or other packing material.
- Place insulated top on box.
- Seal box with packing tape.
- Identify box as “Lab Samples”. Include date and name of responsible person.
- Store the box in a refrigerated area until it is out for delivery.
- Ship samples same day or overnight to Trelfa Labs.
Dry Materials Such as Spices, Pastas, etc.
(Required sample size minimum: 100 grams)
- Whenever possible, materials and products to be sampled should remain in their original packaging. Trelfa Labs will accept individual samples weighing up to 25 lbs.
- When a completely sealed container of dry material cannot be easily used as a sample, use a sterile sampling device which allows sample to be taken from the material’s container without coming into contact with the sampler’s hands or other unsanitary surface.
- Transfer the sample from the sampling device into an appropriately sized seal-able, sterile polypropylene bag, such as a Whirl-Pak bag.
- Seal the bag by folding the top over a minimum of three times and bending the wire closures in a fashion that will secure the folds.
- Identify the sample within the container with the following information. You may use our printable Sample Label Template:
- Trelfa Labs, Inc. Chain of Custody/Order Number
- Name of the company shipping the sample.
- Name of the company responsible for payment, which may or may not be the same as the shipper.
- Sample Name
- Sample Lot/Code
- Date & Time Sample Pulled
- Sample Type
- Temperature
- Sampler’s Initials
- Special Instructions
- Store the sample in accordance with storage recommendations from the master packaging until it arrives at the laboratory.
- To prepare for delivery, follow these steps:
- Place sealed sample containers in an insulated box.
- Place packing materials, such as crumpled paper or foam packing “peanuts”, around the samples. Do not cover the tops of the samples with this packaging.
- Fill remaining head space with crumpled paper or other packing material.
- Place insulated top on the box.
- Seal box with packing tape.
- Identify box as “Lab Samples”. Include date and name of responsible person.
- Store the box in a refrigerated area until it is out for delivery.
- Ship samples same day or overnight to Trelfa Labs.
Raw Meats/Poultry
(Required sample size minimum: 100 grams)
- Whenever possible, fresh and frozen meat and poultry should be sent to the lab intact, in the container provided by the supplier. Trelfa labs will accept sample sizes up to 25 lbs.
- When completely sealed container of meat/poultry cannot be used as a sample (i.e. samples over 25 lbs or combo-sized containers), use a sterile sampling device which will allow sample to be taken from the material’s container without coming into contact with the sampler’s hands or other unsanitary surface.
- For ground or small-piece meat/poultry, turn sterile sampling bag inside out and take grab samples from several locations within the container. Then turn the bag back through itself with sample for sterile containment.
- Transfer sample from the sampling device into an appropriately sized seal-able, sterile polypropylene bag, such as a Whirl-Pak bag.
- Seal the bag by folding the top over a minimum of three times and bending the wire closures in a fashion that will secure the folds.
- Identify the sample within the container with the following information. You may use our printable Sample Label Template:
- Trelfa Labs, Inc. Chain of Custody/Order Number
- Name of the company shipping the sample.
- Name of the company responsible for payment, which may or may not be the same as the shipper.
- Sample Name
- Sample Lot/Code
- Date & Time Sample Pulled
- Sample Type
- Temperature
- Sampler’s Initials
- Special Instructions
- Store the sample in accordance with storage recommendations from the master packaging until delivering to the laboratory.
- To prepare for delivery, follow these steps:
- Place sealed sample containers in an insulated box.
- Place ice packs on top of the samples.
- Place packing materials, such as crumpled paper or foam packing “peanuts”, around samples. Do not cover the tops of the samples with this packaging.
- Fill remaining head space with crumpled paper or other packing material.
- Place insulated top on the box.
- Seal box with packing tape.
- Identify box as “Lab Samples”. Include date and name of responsible person.
- Store the box in a refrigerated area until it is out for delivery.
- Ship samples same day or overnight to Trelfa Labs.
Frozen Dairy Desserts (Hard or Soft Serve Ice Cream, Frozen Yogurt, Gelato)
(Required sample size minimum: 100 grams)
The number of samples necessary for a new company is usually dictated by your local health department. If they have not given you this guidance, we recommend starting out by testing one flavor from each machine per month to show your Board of Health that your machines are clean. When they are satisfied, you can request a scale back in the number of samples from your local Health Inspector.
- Clean the machine in accordance with manufacturer’s recommendations.
- Fill the machine with product.
- Allow freezing to occur.
- If using a disposable or cleanable cup:
- Dispense a small amount of product from the machine into the cup.
- DO NOT ALLOW CUP TO CONTACT THE MACHINE OR SWIPE THE CUP ACROSS THE DISPENSER. ALLOW PRODUCT TO FALL FREELY.
- Place lid on cup avoiding contact with inside.
- If using a Whirl-Pak bag:
- Remove the seal from the top of the bag by tearing from one side to the other.
- Pull on the white tabs to open the bag. DO NOT MAKE CONTACT WITH THE INNER SURFACE OF THE BAG.
- Rub the lower portion of the bag between your fingers and thumb to fully open the bag.
- Hold the bag so that the yellow tabs with the wires inside are resting on your thumb and index finger.
- Place the bag under the dessert dispenser and dispense product into the bag.
- Continue dispensing for a count of 4 seconds. This will provide an adequate sample.
- Close the bag by pulling on the yellow tabs with the wires.
- Roll the top of the bag down three times and fold the yellow tabs over to create a good closure.
- Identify the sample to be placed within the container or Whirl-Pak bag with the following information. You may use our printable Sample Label Template:
- Trelfa Labs, Inc. Chain of Custody/Order Number
- Name of the company shipping the sample.
- Name of the company responsible for payment, which may or may not be the same as the shipper.
- Sample Name
- Sample Lot/Code
- Date & Time Sample Pulled
- Sample Type
- Temperature
- Sampler’s Initials
- Special Instructions
- To prepare for delivery, follow these steps:
- Place sealed sample containers in an insulated box.
- Place ice packs on top of the samples.
- Place packing materials, such as crumpled paper or foam packing “peanuts”, around samples. Do not cover tops of the samples with this packaging.
- Fill remaining head space with crumpled paper or other packing material.
- Place insulated top on the box.
- Seal box with packing tape.
- Identify box as “Lab Samples”. Include date and name of responsible person.
- Store the box in a refrigerated area until it is out for delivery.
- Ship samples same day or overnight to Trelfa Labs.
Water – For Bacterial Testing
(Required sample size minimum: 100 ml)
- Use only the water collection bottles provided by the laboratory for bacterial testing.
- Open the bottle without making contact with the interior surface of the bottle.
- If testing from a faucet, allow water to run for 10 seconds before taking samples.
- Place the open bottle under the faucet or in the water and fill to the 100 ml line marked on the side of the bottle.
- Close and lock bottle with the tie attached to the side of the bottle.
- Identify the sample to be placed within the container with the following information. You may use our printable Sample Label Template:
- Trelfa Labs, Inc. Chain of Custody/Order Number
- Name of the company shipping the sample.
- Name of the company responsible for payment, which may or may not be the same as the shipper.
- Sample Name
- Sample Lot/Code
- Date & Time Sample Pulled
- Sample Type
- Temperature
- Sampler’s Initials
- Special Instructions
- Store bottle in refrigeration until delivery to the laboratory.
- To prepare for delivery, follow these steps:
- Place sealed sample containers in an insulated box.
- Place ice packs on top of the samples.
- Place packing materials, such as crumpled paper or foam packing “peanuts”, around samples. Do not cover tops of the samples with this packaging.
- Fill remaining head space with crumpled paper or other packing material.
- Place insulated top on box.
- Seal box with packing tape.
- Identify box as “Lab Samples”. Include date and name of responsible person.
- Store the box in a refrigerated area until it is out for delivery.
- Ship samples same day or overnight to Trelfa Labs.
Step 3. Deliver Samples to the Lab
Save Money with Shipping or Local Drop-Offs!
You are always welcome to ship or drop-off samples. If using your own fleet, we have:
- standard business hours (9 am – 5 pm)
- close proximity to both I-95 and I-495
- plenty of free parking
- a parking lot that accommodates semi-trucks
- ground floor access
Drop-Offs: Please schedule an appointment via the Book Now button to the right of this screen, to ensure a staff member will be on site when you arrive.
Shipments: Please email lab@trelfalabs.com to let us know a shipment is coming.
Lab Pick-Ups: Please visit our Routes page for detailed information.