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Oil Sampling Process

The above video covers how to correctly take a representative oil sample, correctly label and package the sample, fill out the paperwork or submit the sample information online and properly ship the sample to the fluid analysis laboratory.

(If you prefer reading instead of watching the video, please follow the script below.)

The Oil analysis programme always starts with the understanding of the machine reliability. In other words, it provides a valuable insight in your oil lubricated equipment. The programme includes:

  • Monitoring of the condition of the oil
  • Monitoring of the condition of the equipment
  • Proactively monitoring harmful contaminants within the oil

Not all equipment need to be part of the oil analysis programme. Focus on the critical equipment (f.i. because of high capital cost, high repair expenses, many failure problems etc.). Before taking samples you should first take a good baseline of the current oil condition of the equipment, failure rates and costs.

The last steps before taking oil samples are:

  • lay down sampling procedures (How to obtain proper samples)
  • select sampling locations per equipment
  • determine the sampling frequency

1. Taking Oil Samples

Step 1

A vacuum pump is used to extract the oil. For the best results, use a clean sample bottle and tubing that is free of contaminants.

Step 2

Oil samples need to include fluid that best represents the oil circulating through the system during normal operations. To do this, take the sample from your equipment while it's running, if possible, or within 30 minutes of shutdown.
Insert tube halfway compartment

Step 3

Insert tube halfway into oil compartment, tightly secure the sample bottle to the vacuum pump.

Push and pull the vacuum plunger and pump until sample bottle is 3/4 full or to the FILL LINE

Step 4

Push and pull the vacuum plunger and pump until sample bottle is 3/4 full or to the fill line.

Step 5

Hold the pump upright and do not overfill the bottle.

Unscrew the bottle

Step 6

Unscrew the sample bottle and seal it tightly with the lid.

2. Packaging and Labeling your Oil Sample

Step 7*

When using the EZ label, fill out the sample information either:


Submitting your samples online or through the mobile app reduces paperwork, minimizes errors and moves your sample to the top of the testing queue.

Step 8

Place the corresponding label up to the sample bottle.

Insert packing material in order that samples do not shift

Insert packing material in order that samples do not shift.

3. Ship your samples to the Laboratory

Once you have filled out or submitted your sample information online, it's time to ship your sample to the laboratory. If a hard or soft mailer was provided with the sample jar, place the jar inside and close it securely. The sample can be shipped in that container or protected further by placing it inside a box.

Common shipping carriers that deliver packages to the testing laboratories are f.i. DHL, FedEx, UPS, independent carriers. To receive your results back in a timely manner, use services that can track the location of your package, so you are able to track your sample if shipping errors occur.

laboratories per country

Use a shipping service that tracks the location of your package!


4. Reporting Options Sample Info (Paper/Mobile/Computer)

Choosing the right reporting option for your program is an important step. We provide multiple formats,

Reporting Options:

• You either fill out a paper form, include it in the envelope and send it together with the sample to the lab location. 

• The 2nd way, use the Horizon app.

• The 3rd option is to log in on and fill out the sample info.

Management reports

Paper Form

Each time a sample is submitted, a paper form is used for filling out Account- and Sample Information. Add New components to the Component session.


Mobile (Horizon App)

Submitting and editing sample information via the Horizon mobile app is convenient, quick and easy. It eliminates handwritten paperwork errors.


Computer (web)

Have results posted on web to allow access for multiple users to go on-line and view results and data 24 hours a day.

5. HORIZON® - Mobile App


Award-winning fluid analysis software

Submitting sample information through HORIZON® is quick, easy and, best of all, reduces errors.

Using the mobile app allows you to stand right next to your equipment and enter fluid time, mileage and other information directly into HORIZON®. This eliminates the need for paper submissions and the inevitable errors that come with it.

To use the Horizon-app you should first download it from the app store - "Horizon Fluid Analysis Results".