To help customers consistently submit oil samples for testing, oil analysis labs rely on a strategic combination of automated tools and personalized engagement strategies. These methods are designed to make the sampling process as easy and seamless as possible, minimizing delays and ensuring equipment health is accurately monitored on schedule.
High-quality labs such as Eurofins TestOil implement multiple strategies to keep sampling programs on track, combining technology with human oversight to support timely and reliable maintenance practices. These strategies include:
- Notifications in the Customer Portal: Through the customer portal, users gain access to a real-time dashboard showing when oil tests are due or overdue. A Sample Delinquency report flags any missed sampling intervals, allowing users to take corrective action quickly. At a glance, customers can view the test schedule, upcoming deadlines, and the status of submitted samples, keeping the entire program visible and under control.
- Sample Kit Programs: For some customers, Eurofins TestOil regularly sends out sampling kits in line with the customer’s maintenance calendar. These kits typically include properly labeled sample bottles with pre-filled sample IDs, instructional materials, and even prepaid return shipping labels. This reduces the likelihood of administrative delays and ensures customers have the right tools on hand when it's time to take a sample.
- Account Representative Follow-Up: Dedicated account representatives often play a proactive role in reminding customers to take and submit samples. These reps monitor submission activity and reach out personally when samples are overdue or upcoming. This human touch adds a layer of accountability and support.
- CMMS Integration: Many of today’s Computerized Maintenance Management Systems (CMMS) can integrate directly with the Eurofins TestOil system. This allows oil testing to be embedded into broader maintenance workflows, automatically triggering sample collection tasks as part of preventive maintenance plans.
- Laboratory Support and Service Quality: High-quality labs contribute to consistent sampling behavior by delivering fast turnaround—often within 24 hours for routine tests—along with accurate, actionable data. Just as important is responsive customer service. Customers know they can get answers quickly and trust the results they receive. Even with strong lab partnerships and streamlined processes in place, some companies still fall behind. Understanding why this happens is key to closing the gaps and ensuring a reliable oil analysis program.
WHY COMPANIES NEGLECT TO SEND SAMPLES REGULARLY
These reasons fall into logistical, communication, and organizational categories:
• Forgetfulness/Lack of Reminders: There is no system in place to remind them when samples are due. Personnel changes or vacation coverage gaps may lead to missed sampling.
• Poor Integration with Maintenance Routines: Oil sampling is not built into standard preventive maintenance checklists or CMMS workflows. Maintenance teams may focus on urgent repairs rather than proactive testing. In addition, sampling responsibility may be unclear.
• Time and Labor Constraints: Ironically, employees may be too busy with reactive maintenance to pull the necessary samples for preventive maintenance.
• Lack of Supplies or Tools: Sample bottles, labels, or kits may be missing or inadequate. There may be no prepaid shipping or confusion about where to send samples.
• Organizational Issues: High staff turnover may result in loss of program knowledge. New maintenance personnel may not even be aware there’s an oil analysis program in place.
• Sample Point Issues: Equipment may not have easy-to-access or properly installed sample ports.
• Confusing or Cumbersome Process: Labels, forms, or submission portals may be overly complex or not user-friendly.
THE SOLUTION: SAMPLE COLLECTION BY EUROFINS TESTOIL FIELD SERVICES TEAM
There are many situations where program management issues—such as inconsistent sampling, missed testing intervals, or unclear responsibilities—can disrupt even the most well-intentioned oil analysis program. Unfortunately, many companies simply lack the internal resources, bandwidth, or expertise to consistently manage these critical tasks. These challenges can lead to data gaps, undetected equipment wear, and missed opportunities for preventive maintenance, ultimately increasing the risk of costly downtime.
The solution is the Eurofins TestOil Field Services Sampling team. Our trained industry experts take the burden off your staff by handling all aspects of oil sampling with precision and professionalism. Whether it's staying on schedule, ensuring proper sampling techniques, or managing the logistics of test kit supplies and shipping, we help you maintain a reliable and accurate oil analysis program. This allows you to focus on core operations while still benefiting from the insights and protection that a well-managed oil analysis program provides
For more information on working with Eurofins TestOil for oil analysis programs or training opportunities, fill out the form below; visit https://testoil.com/company/contact-us/; call 216-251-2510; or email sales@testoil.com.
About Eurofins TestOil
With more than 30 years of experience in the oil analysis industry, Eurofins TestOil focuses exclusively on assisting industrial facilities with reducing maintenance costs and avoiding unexpected downtime through oil and fuel analysis program implementation. As industry experts in diagnosing oil-related issues in equipment such as turbines, hydraulics, gearboxes, pumps, compressors and diesel generators, Eurofins TestOil provides customers with same-day turnaround on routine oil analysis testing. For more information on partnering with Eurofins TestOil on oil analysis programs or training opportunities visit https://testoil.com. Contact: Al Yates 216-251-2510; sales@testoil.com.
About Eurofins – the global leader in bio-analysis
Eurofins is Testing for Life. Eurofins is the global leader in food, environment, pharmaceutical and cosmetic product testing, and in discovery pharmacology, forensics, advanced material sciences and agroscience Contract Research services. Eurofins is also a market leader in certain testing and laboratory services for genomics, and in the support of clinical studies, as well as in BioPharma Contract Development and Manufacturing. The Group also has a rapidly developing presence in highly specialised and molecular clinical diagnostic testing and in-vitro diagnostic products.
With over 61,000 staff across a network of 940 laboratories in 59 countries, Eurofins’ companies offer a portfolio of over 200,000 analytical methods. Eurofins Shares are listed on Euronext Paris Stock Exchange.
