CHAIN OF CUSTODY/ORDER FORM
NEW FORM INFORMATION
MANDATORY! EVERY SAMPLE ORDER MUST BE ACCOMPANIED BY A CHAIN OF CUSTODY FORM.
Trelfa Labs is growing fast. To combat the amount of data entry slowing the delivery of lab results, we have created a new Chain of Custody-Order Form in Excel format. Not only does the new form allow for extra characters. It's completely updated, streamlined, composite-ready, and built to import. This means your results can be processed within a much shorter time frame.
For routine/pre-scheduled lab driver pick-ups and customer shipments or drop-offs simply use the Chain of Custody-Order Form.
For as needed/unscheduled lab driver pick-ups and/or supply drop-offs, use the Sample Pick-Up/Supply Drop-Off Form in addition to the Chain of Custody-Order Form.
Create 1 form per Purchase Order or Lab report.
Incomplete Form Upcharge: We are happy to help you fill out your Chain of Custody forms, if necessary. However, if no form is provided, or form lacks clear instructions, it will be sent to the back of the queue. If our technicians must spend additional time on your samples due to missing forms or unclear instructions, we will up-charge to your order. Charges vary based on time spent, not to exceed $25 per form.
FORM INSTRUCTIONS
- Click the link to download the Chain of Custody-Order Form.
- Save the original file to your computer.
- Save the copy of the file using a new file name. We recommend the format in this example: ABC Foods COC Orig.xlsx
- Complete as needed.
- ACCT #: IMPORTANT! Must match your assigned customer account number exactly. Example: CUS-001
- ACCOUNT NAME: Enter as shown on your most recent invoice. Do not use a DBA or Parent Company Name.
- RELINQUISHED BY: Full name of your company representative responsible for relinquishing samples to the lab.
- PO#: Your company's purchase order (if applicable).
- DATE: Date samples are submitted to the lab.
- DELIVERY: Select from drop-down: carrier, drop-off, lab pickup
- NOTES: Brief notes specific to this order (if applicable).
- SEND RESULTS TO: Company representatives (your staff and/or 3rd party) who are to receive the results of this order.
- EMAIL: Email addresses for all company representatives who are to receive the results of this order.
- REPORT TYPE: Select from drop-down: Standard, Certificate of Analysis
- #: Sample number. Enter on applicable rows only.
- TEST: Select from drop-down. If compositing, select the test type you are compositing on the first row, then select test type Composite on the following row(s).
- SAMPLE & LOT: Enter sample description & lot relevant to the test selected on the same row.
- TYPE: Select from drop-down: AP: air plate, FD: food, SP: sponge, SW: swab, WT: water, OT: other
- QTY: Items are always billed by row. Value will always be 1. Do not edit.
- IGNORE: Lab Use Only section at the bottom of the form.
- You can adjust the row heights and insert new rows as long as you copy down the formulas in Excel, but otherwise, do not modify the form or we will not be able to import your data.
- Save form, identifying your company name, form type, and submission date in the filename. Example: ABCMfg COC 111025.xlsx
- Email the final copy to lab@trelfalabs.com. Once, your electronic form has been received, a member of our staff will import the relevant file data directly into the Trelfa Labs' LIMS (Laboratory Information System) using AI. This not only eliminates typos but cuts data entry time for our lab technicians significantly, allowing for faster reporting of your lab results.
- Print a copy to accompany your samples.
- Repeat steps above to submit each additional Chain of Custody Form.
- REMEMBER: The more complete your form, the faster you get your results!
ALTERATIONS
THE LAB DOES NOT ACCEPT REQUESTS BY PHONE, VOICE MAIL, OR TEXT. ALL TEST ANALYSIS AND/OR PROJECT ALTERATIONS MUST BE SUBMITTED IN WRITING. SUBMIT TEST ANALYSIS ALTERATIONS to lab@trelfalabs.com. SUBMIT PROJECT ALTERATIONS via projects@trelfalabs.com OR UPLOAD YOUR DOCUMENTATION TO THE CUSTOMER PORTAL. OUR ENTIRE STAFF HAS ACCESS TO THESE SHARED MAILBOXES AND THE PORTAL, SO THERE IS NO NEED TO COPY ADDITIONAL EMPLOYEES. DOING SO, WILL CAUSE IN-BOX CLUTTER, CONFUSION, AND DELAY YOUR REQUEST.
TEST RESULTS
- email, and
- Trelfa Labs' Customer Portal where you can match the Lab Report/Sales Order Number to the Invoice.