Sample Return Policy

To ensure accurate and reliable test results, it is essential that all water samples are handled and returned correctly. Please read and follow these requirements carefully.

Critical 24-Hour Return Requirement

All water samples must be returned to the laboratory within 24 hours of collection.

Samples not received within this timeframe may experience bacterial growth or degradation that will compromise the accuracy of results. Any samples that exceed the 24-hour window may produce deviated results that cannot be considered valid.

Royal Mail Return Requirements

All samples must be sent via Royal Mail only using the prepaid return packaging provided in your test kit which is a Priority service.

Important posting deadline: Samples must be posted no later than 2pm to ensure same-day collection by Royal Mail.

Posting after 2pm may result in next-day collection, which could cause your sample to exceed the 24-hour requirement and void your results. Check your local post office collection times prior to taking the samples to ensure they are collected the same day you drop them off.  

What's Included in Your Kit

Every test kit includes prepaid return packaging specifically designed for safe sample transport:

  • Prepaid Priority Royal Mail return packaging 
  • Protective packaging for sample bottles
  • Clear return instructions

Do not use alternative courier services or packaging, as this may delay delivery or damage samples.

Liability and Responsibility

Aqua Samples Ltd will not be responsible for any deviated results caused by:

  • Samples returned after the 24-hour window
  • Samples posted after 2pm that miss same-day collection
  • Use of non-Royal Mail courier services
  • Failure to follow sampling or return instructions
  • Delays in postal service beyond our control

It is the customer's responsibility to ensure samples are collected, packaged, and posted in accordance with these requirements.

Best Practices for Sample Return

To ensure your samples arrive within the required timeframe:

  • Plan your sampling time: Collect samples early in the day to allow time for posting before 2pm
  • Use a Royal Mail Priority Postbox or drop them into the post office:  : Check collection times to ensure same-day pickup
  • Keep samples cool: Store samples in a cool place (not frozen) until posting
  • Post immediately: Do not delay posting after sample collection
  • Retain proof of postage: Please keep your receipt in case of postal delays, as we can only investigate missing items with proof of postage.

Purchase Window Requirements

In addition to the 24-hour return requirement after collection, sample bottles must be returned to the laboratory within 30 days of purchase from Aqua Samples Ltd. 

Important timing considerations:

  • Samples should be posted as soon as possible after collection
  • Avoid posting immediately before weekends or bank holidays to minimise delays
  • Plan your sampling to allow adequate time for postal delivery

Samples that arrive late, damaged, or improperly packaged may not be tested and may be rejected without refund.

Questions About Sample Return?

If you have questions about sample collection, packaging, or return requirements, please contact our team or visit our FAQ page.

For detailed sampling instructions, see our guides: