What is a hazardous substance, and what do I need to do before sending a sample?

Some samples sent to our laboratory can present health, safety, transport, or environmental risks. If your sample is a hazardous substance or may contain one, you must tell us before sending it so we can confirm whether we can accept it and what information, packaging, and labelling will be required.

What is a hazardous substance?

In New Zealand, A hazardous substance is any substance that may be explosive, flammable, able to oxidise, corrosive, toxic or ecotoxic (environmentally hazardous) as described and regulated by Hazardous Substances and New Organisms Act 1996 (HSNO) and Health and Safety at Work (Hazardous Substances) Regulations 2017. They exclude some substances and products like asbestos, manufactured articles, food, medicine, radioactive material and drugs as they are regulated by their own specific acts or regulations. New Zealand’s current hazardous substance classification framework is based on the Globally Harmonised System of Classification and Labelling of Chemicals (GHS).

In simple terms, a substance may be hazardous if it can:

• catch fire easily
• cause or worsen a fire
• explode
• harm or poison people
• damage organs
• burn skin or eyes
• harm the environment.

Common examples

Examples of materials that may be hazardous include:

• solvents and alcohol-based products
• cleaning chemicals and sanitisers
• strong acids or alkalis
• pesticides and agrichemicals
• fuels, oils, and lubricants
• chemical ingredients, preservatives, or processing aids
• residues, liquids, or powders with toxic, corrosive, or flammable properties
• gases under pressure.

Are food samples hazardous substances?

Usually, ordinary food samples are not treated as hazardous substances under HSNO. The EPA lists food as exempt or excluded, although food additives may still require approval in some situations.

However, a food-related sample may still need special review before it is sent if it:

• contains or is contaminated by a hazardous chemical
• includes a solvent, cleaning chemical, preservative, or processing aid that is hazardous
• is leaking, pressurised, unstable, or otherwise unsafe to handle. This is a practical laboratory and transport risk judgement based on the hazard information normally provided through labels and the Safety Data Sheet.

How can I tell if my sample may be hazardous?

Your sample may be hazardous if:

• the product label has hazard pictograms
• the label includes warning words such as Danger or Warning
• the label includes handling, storage, or emergency precautions
• the supplier has provided a current Safety Data Sheet (SDS).

As a practical rule, if the product has an SDS or hazard symbols on the label, you should let us know before sending it. That is because the SDS is the main source of information about how a hazardous substance should be used, stored, transported, and dealt with in an emergency.

What you must do before sending a hazardous sample

If your sample is hazardous, or you are not sure whether it is hazardous, please do the following before dispatching it.

1. Tell us before you send it

Please contact us by submitting a request before sending the sample so we can confirm whether we can receive it and whether any special conditions apply.

2. Provide the SDS

Please provide the current Safety Data Sheet. An SDS gives essential information about the substance’s hazards, safe handling, storage, transport, first aid, and emergency response.

3. Make sure the sample is clearly identified

The sample container must be clearly labelled so the contents can be identified and handled safely. WorkSafe states that labels help workers and emergency services know what is inside the container and what precautions are required.

4. Package it safely

The sample must be packed in a sound, secure container that is suitable for the substance and prevents leaks, spills, or exposure during transport and handling. Packaging requirements for hazardous substances sit under the EPA/HSNO framework.

5. Check transport suitability

Some hazardous samples may also be restricted or controlled for transport. Acceptance can depend on the type of hazard, the quantity being sent, and the way it is packaged. For that reason, you must not send a potentially hazardous sample without prior discussion. This is an operational precaution inferred from the SDS and packaging/labelling requirements.

Information we may need from you

To assess whether we can receive your sample safely, we may ask for:

• the product or sample name
• what the material is
• the SDS
• the concentration or strength
• the quantity being sent
• the container type
• whether it is flammable, corrosive, toxic, oxidising, or environmentally hazardous
• whether it is leaking, unstable, or under pressure. This information is typically drawn from the SDS and product label.

Do not send these without checking with us first

Please do not send the following without prior agreement:

• flammable liquids or solvents
• strong acids or alkalis
• pesticides or agrichemicals
• unknown or unlabelled chemicals
• leaking containers
• samples that release fumes, pressure, or reactive gases
• heavily contaminated materials or chemical wastes. These categories are consistent with the kinds of hazardous products the EPA identifies as requiring hazardous substance approvals and controls.

Your responsibilities as the sender

Before sending any potentially hazardous sample, you are responsible for:

• identifying the sample correctly
• declaring any known hazards
• supplying the SDS where available
• ensuring the sample is labelled and packaged appropriately

• contacting us first if there is any uncertainty. 

Disposal fee for hazardous samples

Please note that a disposal fee applies to hazardous materials. This fee covers the additional handling, storage, safety, and disposal costs associated with these samples.

If you are unsure

If you do not know whether your sample is hazardous, please contact us by submitting a request before sending it. It is better to check first than to send a sample that may be unsafe for transport or laboratory handling.

If you have not tested with us before, please submit a request and our team will guide you through the process.

If you are a regular customer and need to send a potentially hazardous sample, please contact our team before dispatch so we can confirm the correct next steps.