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Submission requirements

Instructions for submitting samples

Before sending your samples, please notify the test laboratory's planning department. You can email your notification to laboratoria@naktuinbouw.nl. You can also contact us by phone on +31 (0)71 33 26 240. We have some general requirements for submitting samples. In addition to the general submission requirements, there are requirements depending on the material you submit.

General submission requirements for samples:

  • Pack the material in plastic.
  • Send the material in a sturdy box. Attach the submission form to the outside of the box.
  • For moisture content determination in seed samples, please pack and send these in moisture-proof packaging.
  • If you mark your submission URGENT, the sample will be prioritised and dealt with as soon as possible. We will then charge the urgency fee (see list of fees).
  • Send the samples together with an order form.

Order form for plant material with symptoms Order form for plant material without symptoms Order form for seed samples

Instructions for submitting seeds

  • For Naktuinbouw certificates, always send in at least twice the necessary amount of seed. This will ensure that there are no delays if a test has to be repeated.
  • Seed tests have been developed and validated for untreated seeds. Seed treatment (plant protection products) can affect the reliability of health test results. For this reason, always submit untreated seed samples if possible. This does not apply to tests for which it is explicitly stated that the test is performed on treated seed.
  • If the seed is disinfected, please let us know so that we can ensure employee safety and avoid any influence on the tests.

Instructions for submitting leaf or stem material

  • Ideally we would like to receive your material by no later than the Wednesday before the week of the test.
  • Please do not send material on a Friday as it cannot be processed over the weekend.
  • For potyvirus testing, we require double the amount of material.
  • The samples must be individually packed and labeled. For ELISA and PCR test, please take a look at the manual.
  • The material must be packed in a closed outer bag or box. This is important to make sure that your samples will not be in touch with other samples.
  • Please state the sender on the box.

Instructions for taking samples with symptoms

  • Take samples from a spot where the new symptoms are visible. It is often not possible to run laboratory tests on plants that have died off completely.
  • Take a sample before any pesticides/crop protection agents are applied. Pesticides can destroy or mask the symptoms caused by pathogens and interfere with the laboratory tests.
  • If the symptoms are unclear, send us the entire plant.
  • Where symptoms are unclear, or in the case of a rare plant, please also send us part of a healthy specimen. Pack the healthy sample separately and indicate on the label that it is healthy material.
  • If it is impossible to send a sample immediately, keep it cool. Never place samples in direct sunlight.
  • If you have any digital photos of the material, you can email them to us.

Instructions for packaging samples with symptoms

  • Make sure leaves and flowers are not contaminated by any soil or growing media accompanying the samples. Enclose the roots in a separate bag with an elastic band around the stem.
  • Wrap the whole plant in paper to prevent it from drying out and rotting. The paper regulates moisture levels in the plastic bag. Use dry paper.
  • Affix a sticker with sample information on the packaging.
  • Do not use sample information stickers to seal the package.
  • Wrap the entire plant in plastic to prevent the spread of diseases.
  • Affix the order form in an envelope to the outside of the packaging.
  • Keep in mind that parcel delivery services may handle boxes roughly. Boxes should therefore be well filled.

Shipment instructions for samples with a DOIV

  • Your samples must be packed in unbreakable, hermetically sealed leak-proof packaging with maximum of 80kg and a maximum height of 20 cm.
  • Put the attached shipping label on the outside of the package.
  • Put the numbered letter of the Dutch NPPO on the outside of the package, including a warning “Plant Quarantine, do not open”.
  • PLEASE NOTE: do not forget to fill in the packing list information at the back of the form.
  • Put the Laboratory order form together with the sample(s) inside the package.
  • Send the package direct to the address on the attached shipping label. This shipping can only be used for the Naktuinbouw location on Sotaweg 22.
  • Please send not more than the quantity mentioned in your request.
  • Please check whether the courier delivers directly to the Netherlands. If not, please choose another courier. We advise not to use FedEx because there are not sending it directly to the Netherlands.
  • Please add a no commercial value (NCV) with the samples.

Sampling material for making material virus-free

A number of special conditions apply to material submitted for use in making virus-free material. Please contact the Naktuinbouw Test Center in Horst for more details by emailing toetscentrum@naktuinbouw.nl or phoning +31 (0)77 398 59 19.

Shipping and delivery address for samples

Naktuinbouw
Attn. Laboratories Administration
Postbus 40
2370 AA Roelofarendsveen, NL

With large quantities of samples (e.g. on a pallet), please use the visiting address:

Naktuinbouw
Attn. Laboratories Administration
Sotaweg 22
2371 GD Roelofarendsveen, NL

Samples with Symptoms can be sent to:

Naktuinbouw
T.a.v. Team Diagnostiek
Sotaweg 22
2371 GD Roelofarendsveen, NL

Samples can be received between 8:00-17:30, from Mondays to Fridays.

Samples for Bioassays can be sent to:

Naktuinbouw
Tienrayseweg 9a
5961 NK Horst, NL

Frequently asked questions (FAQ)

Samples can be sent by PostNL to:

Testing Laboratory
Attn. Laboratories Administration
P.O. Box 40
2370 AA Roelofarendsveen, NL

Diagnostics
Naktuinbouw
Attn: Diagnostics
Sotaweg 22
2371 AA Roelofarendsveen, NL

Variety Tracer
Naktuinbouw
Attn: Variety Tracer
P.O. Box 40
2370 AA Roelofarendsveen

When sending the samples with a courier service, or in case of large quantities of samples (e.g. on a pallet), please use the visiting address:

Testing Laboratory
Naktuinbouw
Attn: Laboratory Administration
Sotaweg 22
2371 GD Roelofarendsveen

Diagnostics
Naktuinbouw
Attn: Diagnostics
Sotaweg 22
2371 GD Roelofarendsveen

Variety Tracer
Naktuinbouw
Attn: Variety Tracer
Sotaweg 22
2371 GD Roelofarendsveen

Samples can be received between 8:00-17:30, from Mondays to Fridays.

Bioassays
Samples may be sent to:

Naktuinbouw
Tienrayseweg 9a
5961 NK Horst

A submission form downloaded from the website. We have three different submission forms:

  1. For plant material with symptoms
  2. For plant material without symptoms
  3. For Seed samples

Samples submitted from outside the EU must be accompanied by a phytosanitary certificate or DOIV.

You can find this form on the website. There are three different types:

A phytosanitary certificate is sometimes required for samples submitted from outside the EU. If it is not possible to request a phytosanitary certificate, you can request a special, accompanying letter (DOIV) on the website.

We advise you to send plant samples (perishable material) without symptoms on Mondays or Tuesdays. Plant samples with symptoms can be sent from Mondays to Thursdays. This will avoid samples being left in the post over the weekends and not being stored in the correct conditions. Samples sent on these days will also arrive in time for testing.

Seed samples can be sent every day of the week.

A registration form must be filled in first so we can enter the necessary company details in our system. 

If the different crops are in the same package, one DOIV is sufficient. A separate DOIV must be requested for each shipment.

A DOIV must be requested if it is not possible to request a phytosanitary certificate. The application must comply with the following criteria:

  • The crop/family is not stated on the EU list of banned plants, unless indicated that the material is intended for planting up.
  • The material is used for destructive testing.
  • The material is sent directly to the Netherlands from the country of origin, without transhipment in another country.

A DOIV is a document issued by the Netherlands Food and Consumer Product Safety Authority (NVWA). This document permits plant material without a phytosanitary certificate to be imported for the purpose of destructive testing on samples. The Dutch customs authorities required this document to release the shipment.