How to send an industrial sample to a lab in China: declaration, acceptance number, shipping
Make the declaration useful before packing
The first step is a description, not a parcel. We need the product name, category, physical form, photographs, SDS and the question you want answered. "Adhesive sample" is too broad to tell us whether the item is a water-based liquid, a hot-melt pellet, a cured film or a solvent-based liquid that we cannot receive. Include the label photograph and say whether the material is new, cured or diluted; used goods and waste cannot be received. A familiar trade name does not replace the actual physical description.
Every industrial sample needs an SDS, and we may request a complete component list before accepting it. An SDS is an input to review, not an automatic shipping permit. If the declared contents and the photograph disagree, clarify the discrepancy before a shipping decision. The same applies when a product family contains both acceptable and prohibited forms. State the analytical purpose in one sentence, such as comparing two supplier pellets or studying a cured coating film.
Review leads to an acceptance decision
We check the declaration against the sample categories and reply with either a quotation and short agreement or a plain refusal. Solids, water-based products and cured samples can be considered; liquid solvent-based coatings, inks, adhesives and cleaners cannot be received from overseas. Some categories, including water-based coatings and powder coatings, require case-by-case review. A carrier may be able to transport a substance that our receipt policy does not allow; transportability alone is not acceptance. If the material is already in China, for example with your Chinese supplier, the supplier can send it straight to our lab, so nothing has to cross a border. The order stays the same: declaration, quotation, payment, then an acceptance number that goes on the parcel.
After the agreement and full advance payment, we issue an acceptance number and shipping instructions. The receiving address appears only in that acceptance notice. Do not use an address copied from another order or from a public listing. A parcel arriving without an acceptance number is refused and returned at the sender's cost. This gate lets the declared product, agreed work and incoming parcel be matched before it enters our receiving process.
Prepare one consistent shipment record
After acceptance, use DHL Express, FedEx or UPS rather than postal service, and put the acceptance number on both the air waybill and proforma invoice. Ship within the period stated in our instructions. The product description on the documents should match the accepted form, label and package; calling a chemical product merely "samples" makes the record less useful. Shipping, duties and taxes on the sender's side are the sender's responsibility. Keep the tracking record so a question about the parcel can be tied back to the acceptance number.
The service question should also survive the shipping paperwork. If two materials are to be compared, mark which is reference and which is candidate without obscuring their real product identities. If the sample is a cured film made from a solvent-based product, identify it as a cured film rather than the original liquid. A mismatch between what we approved and what arrives can stop receipt, even if the sender used an approved courier.
What happens after arrival
We photograph and log the accepted sample on arrival, perform the analysis and e-mail the report. Results relate only to the sample as received. A damaged, leaking or materially different parcel cannot be treated as though it were the approved declaration. The report is an English PDF with a conclusion card, data appendix and explanation of limits. Keep the declaration, shipping papers and report together so the identity and condition of the analyzed material remain clear.
How to start
We accept overseas industrial samples after declaration review. Use the sample declaration form and read the related guide. Our reports are research-grade analytical reports from a laboratory that is not accredited. They cannot be used for product registration or legal proceedings.
FAQ
Can I send the parcel before a quotation?
No. We review the declaration, issue a quotation and agreement, receive payment, then issue an acceptance number before shipment.
Where do I find the receiving address?
We provide the receiving address only in the acceptance notice issued after review and payment.
Does an SDS mean the sample is accepted?
No. Every industrial sample needs an SDS, but category and physical-form review may still lead to refusal.
Which couriers do the shipping instructions name?
Our instructions name DHL Express, FedEx and UPS, with the acceptance number on the air waybill and proforma invoice.
Send a sample declaration for this product and state the question you want answered.