Dispute Sample Collection: Guide & 12 Dispute Letter Examples

[Date]

[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]

Subject: Dispute of Sample Collection – [Patient Name/ID Number]

Dear [Recipient Name],

I am writing to formally dispute the sample collection performed on [Date of Collection] for [Patient Name/ID Number]. My specific concern is regarding [Briefly describe the issue, e.g., improper labeling, lack of witness]. I believe this error may compromise the accuracy of the test results.

I request a full investigation into this matter. I have attached copies of [List attached documents, e.g., Chain of Custody Form, Observation Report].

[Date]

[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]

Subject: Dispute of Sample Collection – Improper Labeling

Dear [Recipient Name],

I am writing to dispute the sample collection conducted on [Date] for [Patient Name/ID Number]. The labeling on the sample vial was either incorrect or missing information, specifically [Explain the labeling issue in detail, e.g., missing date, incorrect initials]. This discrepancy raises serious concerns about the validity of the sample.

I request a thorough review of the collection procedures and verification that the correct sample was indeed tested. I have enclosed copies of [Mention any relevant documents].

[Date]

[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]

Subject: Dispute of Sample Collection – Chain of Custody Violation

Dear [Recipient Name],

This letter is to formally dispute the sample collection performed on [Date] for [Patient Name/ID Number] due to a break in the chain of custody. The sample was [Describe the break, e.g., left unattended, not properly sealed, transported by an unauthorized individual]. This lapse in protocol compromises the integrity of the sample.

I request immediate investigation. Copies of the chain of custody form and [any other evidence] are attached.

[Date]

[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]

Subject: Dispute of Sample Collection – Observer Misconduct

Dear [Recipient Name],

I am writing to dispute the sample collection process that occurred on [Date], as I believe there was misconduct on the part of the observer, [Observer’s Name, if known]. [Describe the misconduct clearly and factually, e.g., The observer was overly intrusive, made inappropriate comments, failed to follow protocol]. This impacted my ability to provide a valid sample.

I request a formal review of the observer’s actions and the sample collection procedure. I have included [Mention any witnesses or evidence].

[Date]

[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]

Subject: Dispute of Sample Collection – Unsuitable Collection Site

Dear [Recipient Name],

I am writing to dispute the validity of the sample collection on [Date] due to concerns about the suitability of the collection site. The location was [Describe the issue, e.g., lacked privacy, was unsanitary, was subject to outside interference]. This environment compromised the integrity of the collection process.

I request that this issue be investigated. I have [Mention any photos or witnesses].

[Date]

[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]

Subject: Dispute of Sample Collection – Suspected Tampering

Dear [Recipient Name],

I am writing to dispute the sample collected on [Date] due to my strong suspicion that the sample was tampered with either before, during, or after the collection process. My suspicions are based on [Explain your reasoning clearly and factually. For example: “the seal on the container appeared to be broken,” or “the sample looked diluted”].

I request a full forensic analysis of the sample and a review of the chain of custody. I believe [Suggest actions to take, e.g., a second collection under strict observation] is necessary to obtain an accurate result.

[Date]

[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]

Subject: Dispute of Sample Collection – Medical Condition Interference

Dear [Recipient Name],

I am writing to dispute the sample collection performed on [Date] because my medical condition, [State medical condition], significantly impacted my ability to provide an accurate sample. [Explain how the condition interfered, e.g., “My medication caused a false positive,” or “My dehydration made it impossible to provide a sufficient sample”].

I have attached documentation from my physician confirming my medical condition and its potential impact on the test results. I request that this information be taken into consideration, and a re-test be allowed.

[Date]

[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]

Subject: Dispute of Sample Collection – Improper Sealing

Dear [Recipient Name],

This letter serves as a formal dispute regarding the sample collected on [Date]. The sealing of the sample container was inadequate, specifically [describe: e.g., the seal was loose, broken, or appeared tampered with]. This raises concerns about potential contamination or alteration of the sample.

I request a thorough investigation into the integrity of the sample. Please find attached a copy of [relevant document].

[Date]

[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]

Subject: Dispute of Sample Collection – Lack of Proper Identification

Dear [Recipient Name],

I am writing to dispute the sample collection conducted on [Date] because I believe I was not properly identified prior to the sample being taken. [Explain the specific issues, e.g., I was not asked for ID, my ID was not checked against the paperwork, another person’s information was used on the paperwork].

This lack of proper identification raises serious questions about whether the correct sample was attributed to me. I request that a re-test with proper identification procedures be conducted.

[Date]

[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]

Subject: Dispute of Sample Collection – Potential Environmental Contamination

Dear [Recipient Name],

I am writing to dispute the validity of the sample taken on [Date] due to concerns about potential environmental contamination at the collection site. [Describe the specific environmental concern, e.g., there was dust in the air, the collection surface was not sanitized, there were chemicals present].

I believe this contamination may have affected the accuracy of the sample. I request an investigation into the suitability of the collection site. I have [Mention photos or witness statements].

[Date]

[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]

Subject: Dispute of Sample Collection – Refusal of Right to Witness

Dear [Recipient Name],

I am formally disputing the sample collection that occurred on [Date] because I was improperly denied my right to have a witness present during the procedure. I requested [Witness’s Name or description], but my request was refused despite [Explain the reason for the denial – e.g., no valid reason given, incorrect interpretation of policy].

The denial of my right to have a witness present makes me question the validity of the entire process. I request a re-test where I am allowed to have a witness present as per regulations/policy.

[Date]

[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]

Subject: Dispute of Sample Collection – Incorrect Procedure Followed

Dear [Recipient Name],

I am writing to dispute the sample collection performed on [Date] because I believe the correct procedure was not followed. Specifically, [Describe the incorrect procedure in detail, e.g., The collection was not supervised correctly, The sample was not handled with gloves, the wrong type of container was used]. This deviation from standard procedure compromises the integrity of the sample.

I request an investigation into the collection process to determine why the correct procedures were not followed. I have attached [Relevant documentation]. I believe a re-test is warranted.