Samples & Shipping
Despatch dates, customs paperwork, storage and damaged deliveries
When will I receive the samples?
EQA samples are dispatched according to the schedule published for each scheme. Distribution dates may vary depending on the programme. Please refer to the relevant scheme page or the EQA Catalogue for specific timelines.
How will I know when my samples have been shipped?
Shipping notifications and tracking information will be provided by email. You can also contact the EMQN office or your distributor if you require an update on the status of your shipment.
What should I do if my samples do not arrive?
If you have not received your samples within the expected timeframe, please contact the EMQN office as soon as possible. We will investigate the shipment and advise on the next steps.
How are EQA samples delivered to organisations in the European Union?
EMQN works with an EU-based distributor to make sample delivery as straightforward as possible for organisations within the European Union.
Samples are sent from the UK to our EU distributor and then forwarded to participating organisations. This means:
- No additional customs duties or import taxes are payable.
- No import licences are required.
- Samples can be delivered without the usual challenges associated with importing goods from outside the EU.
This process helps ensure a smoother, simpler delivery experience for our EU participants.
What shall I do when I receive the samples?
Once your samples arrive, check that you have received the correct samples and review the scheme-specific instructions carefully before starting testing. If anything is missing, incorrect, damaged, or you require additional samples, please contact EMQN as soon as possible.
Process your EQA samples using your laboratory’s routine methods, procedures and reporting workflows, just as you would for clinical samples.
Finally, check the submission requirements and deadlines for your scheme and ensure your results are submitted through your EMQN online account within the specified timeframe
What should I do if I receive the wrong samples?
Please do not analyse or distribute the materials. Contact the EMQN office as soon as possible so that we can investigate and resolve the issue.
Can replacement samples be provided?
Replacement samples may be available depending on the circumstances, the nature of the material, and stock availability. Please contact the EMQN office as soon as an issue is identified.
Are there special storage requirements for EQA samples?
Storage and handling instructions are provided with each shipment and should be followed carefully to maintain sample integrity.
What should I do if my shipping address has changed?
Please update your account details and inform the EMQN office as soon as possible to avoid delays or delivery issues.
How are EQA samples packaged?
EQA materials are packaged according to applicable transport and safety requirements to ensure they reach participants in suitable condition for testing.
What should I do if my samples are delayed in customs?
Please contact both the courier and the EMQN office as soon as possible. We will provide any supporting documentation that may help facilitate customs clearance.
How are EMQN samples classified for shipping and transport?
EMQN classifies all samples in accordance with current international transport regulations and International Air Transport Association (IATA) guidance.
Most samples supplied by EMQN are not considered dangerous goods and are shipped as Exempt Human Specimens.
Before placing an order or arranging delivery, laboratories should ensure they are authorised to receive materials of this type. Depending on local regulations, import permits, licences, or customs documentation may be required.
If you need further information regarding the classification of a shipment or import requirements for your country, please contact the EMQN team for assistance.
Are delivery charges included in the programme fee?
Effective for all new orders placed in 2027, shipping fees will apply as follows:
- UK & Europe: £6.99
- Rest of the World: £9.99Please note that these charges are subject to change and may vary depending on factors such as agent fees, currency fluctuations, and other regional shipping requirements.
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