Sending a sample to a laboratory within Greece: packaging and courier practice

How do I ship a sealed vial to a Greek lab so that it arrives in acceptable condition?

For a sealed vial to reach a Greek laboratory in acceptable condition, three things are needed in this order: written confirmation from the laboratory of what it accepts, packaging that you can show is suitable, and a shipment that leaves a record. Packaging is your responsibility. Both the Courier Center guidance ^[1] and the regulation of the postal regulator EETT ^[2] say so explicitly, and the regulation names it as a ground on which the carrier is not liable.

This article covers a domestic shipment, from an address in Greece to a laboratory in Greece. It does not replace the receiving laboratory: whatever it asks for, in writing, overrides what is written here. We do not give storage temperatures for any particular material; those are set by the laboratory's own document.

What the receiving laboratory asks for before you send

The laboratory is the only party that knows how it will handle the sample. Before closing the box, get written answers to six questions: the delivery address and receiving hours, which name to put as the recipient, whether it wants the sample at room temperature or chilled, what quantity it needs, whether an accompanying form is required, and which reference number to write on the parcel. The last looks like a detail, but a parcel without a reference number can sit at reception without being matched to a request.

Also ask who the accepted person for receipt is. Many university laboratories receive parcels through a secretariat or central reception, and a delivery to the wrong point can cost days.

Packaging and the sender's responsibility

The Courier Center packaging guide, in its 2023 form, provides that the sender guarantees that items are packed so as to ensure their safe handling, that the sender prepares the packaging personally, and that responsibility for its suitability lies with the sender ^[1]. The same guide states that the company reserves the right to refuse to accept shipments with unsuitable packaging and may refuse compensation where non-compliance with the packaging rules is proven ^[1].

EETT regulation ΑΠ 1101/003 (Government Gazette B 1670/14.03.2024) carries the same logic at regulatory level: postal operators are not liable for total or partial destruction in the case of «proven negligence of the sender, such as in particular unsuitable packaging, wrong description of the item and incomplete or wrong details of the recipient» ^[2]. The same wording appears in decision 1182/007 (Government Gazette B 615/09-02-2026), which provides that it enters into force six months after its publication ^[3]. We did not work out the exact date of entry into force; keep a comparison of the two texts for your records.

What the Courier Center guide says about liquids and fragile items

The guide does not prohibit the carriage of liquids or glass. It treats them as cases needing special packaging ^[1]. On its text, liquids travel in containers or purpose-made structures to avoid damage and leaks, and for bottles it suggests sealing the cap with tape so it does not open under pressure. Fragile items go in the middle of the package, protected on every side, and the box must be proportionate to its contents so that nothing moves.

Triple packaging (a leak-proof primary container, a secondary container with absorbent material, an outer box) is the framework behind the international way of shipping samples. We did not read the texts of the Greek bodies that describe it, so we do not quote their wording; the formal standard is set out in the formal triple-packaging standard.

Chilled shipment or room temperature

The decision on a gel pack or not belongs to the laboratory, not the courier. The Courier Center guide, as we read it, contains no cold-chain instructions. If the laboratory asks for a chilled shipment, ask how long the sample tolerates being out of refrigeration and how long delivery to your destination takes; the second is covered in our article on courier delivery times.

When to send

This is our practical recommendation, not a rule of any body: do not send on a Friday or on the eve of a holiday. A sample that arrives while the laboratory is closed waits with the carrier or at reception, and if it needs chilling there may be nobody to ensure it. Send Monday to Wednesday, and confirm with the laboratory that someone will be there on the day of delivery.

The accompanying form and the lot number

Inside the outer box, separate from the vial and in a protective sleeve, place a sheet stating: the name of the material, the sequence or molecular formula, the lot number as written on the vial, the quantity, the reference number of the request, your contact details and a statement that this is research material for lot documentation. A correct description also carries legal weight: a wrong description of the item is named by the EETT regulation as a case of sender negligence ^[2].

• Photograph the vial with the lot number visible before packing it.
• Photograph each layer of packaging and the final label.
• Write down the content description as you declared it to the courier.
• Place the accompanying sheet inside the box and keep a copy.
• Seal the box with tape and photograph the seal.

Proof of delivery and the record

Keep the tracking number, the courier's receipt, the date and time of delivery and the name of whoever received it. EETT provides that the postal operator is released from any liability unless it is notified in writing within six (6) months of the conclusion of the postal contract ^[3]. If the sample is late or arrives damaged, a written notice is the first step, and without the photographs and the receipt you have nothing to rely on.

What to do next

Before dispatch, have in the file: the laboratory's answers to the six questions, the photographs of the packaging and the copy of the accompanying sheet. After dispatch, add the tracking number and proof of delivery. When the report arrives, check that the lot number and the sample-receipt date it states agree with this record.