Introduction

The proper handling and mailing of mold samples are vital to our operations. Adhering to this procedure ensures timely sample analysis and prevents unnecessary costs. Kindly review this policy for mailing mold samples and adhere strictly to its guidelines.

Policy Statement

1. Chain of Custody Requirement: As an inspector, it is your responsibility to prepare and include a Chain of Custody form with every mold sample. This form should contain information about the address, the person who collected the sample, and a valid signature. Moreover, the Chain of Custody form should match the provided samples, i.e., ‘Sample 1’ on the form corresponds with ‘Sample 1’ on the actual sample. Failure to provide this crucial information can result in notable delays.
2. Mailing Procedure: Mold samples should be first placed into a zip-lock bag and then inserted into a 9.5″ x 12.5″ FedEx cardboard envelope along with the Chain of Custody form. Please note that utilizing any packaging other than the 9.5″ x 12.5″ cardboard envelopes will result in you incurring additional costs, as the provided labels only cover these specific envelopes.
3. Overnight Shipping: You are not required to ship the mold samples overnight. However, if you choose to expedite the mailing process, you will bear the additional cost difference.
4. Labeling: Please make certain to use the correct labels. As of September 2024, you must acquire new labels from Newton Microbial Laboratory. Using outdated labels can lead to misdirected samples due to FedEx’s scanning process of the bar codes on the labels.
5. Multiple Homes Same Day: When collecting mold testing samples from two houses on the same day, you can send them in a single package instead of separately. Package them together in the same envelope. To ensure they remain distinct, place each sample in its own zip-lock bag, including the chain of custody documentation.

Cost Implication

Any deviation from the prescribed mailing procedure, such as using different packaging or expedited shipping, will lead to additional costs. These extra costs will be borne by you, the inspector. It is therefore advised to strictly adhere to the specified procedure.

Proof of Shipment

Always ensure that you get a receipt with a tracking or ID number from FedEx after shipping. This document serves as evidence of shipment, indicating the date and time sent and providing a means for tracking your package.

This policy aims to ensure a seamless process for mailing mold samples, prevent delays or misdirection, and avoid unnecessary additional costs. Please adhere carefully to these guidelines for the success of our operations.