Oil Sampling Procedure

Taking an Oil Sample

Accurate oil analysis begins with correct sampling techniques. By following a consistent oil sampling procedure. you can reduce contamination, improve diagnostic accuracy and achieve more reliable test results for your machinery and equipment

Step 1 – Store Sampling Equipment Correctly

Always store sample bottles and sampling equipment in a clean, dust free environment. Before collecting a sample, prepare the sample bottles carefully and avoid introducing dust, dirt or water contamination into the bottle or cap. Place the cap in a clean location where it cannot become contaminated.

Step 2 – Complete Sample Labels Before Sampling

Fill out all data labels before collecting samples from any compartment. Make sure every sample is correctly identified, as accurate machine information is essential for reliable oil analysis. Record oil hours carefully because they play a critical role in condition monitoring and trend analysis.

Step 3 – Ensure the Machine is at Operating Temperature

For the most accurate oil sample, operate the machine until it reaches normal working temperature. All compartments should be well agitated so contaminants remain suspended in the oil. Where possible, keep the machine running while preparing the sampling equipment and during the sampling process. However, avoid idling engines for longer than three minutes.

Step 4 – Measure and Cut New Sampling Tube

Measure the plastic tubing against the dipstick length, allowing enough tube to reach approximately halfway into the sump. Also leave enough length to operate the vacuum pump comfortably. Always use a new tube for every sample. Re-using tubing can introduce cross-contamination and reduce the accuracy of the oil analysis results.

Step 5 – Assemble the Oil Sampling Kit

Insert one end of the tube into the top of the oil vacuum pump until approx 25mm protrudes into the bottle. Then ensure the O-ring seals correctly before tightening the knurled nut. Next, firmly screw the sample bottle onto the pump. Keep the tube from touching the bottom of the bottle and allow only around 20mm to protrude from the pump head. After assembly, place the cap aside carefully to keep it clean and contamination-free.

Step 6 – Insert Tube into Dipstick Guide

Insert the plastic tube into the dipstick guide using the same measurement taken from the dipstick. This helps ensure the sample is collected from the correct oil level within the compartment.

Step 7 – Draw the Oil Sample

Operate the oil vacuum pump by pulling the plunger outward to create a vacuum inside the sample bottle. While pumping, hold the bottle upright and continue until it reaches approx. 3/4 full. Do not completely fill the bottle. In addition, never allow oil to contact the pump, as this may contaminate future samples.

Step 8 – Seal and Clean the Sample Bottle

Once the sample bottle reaches 3/4 full, remove the tubing from the compartment. Then carefully detach the bottle from the pump and immediately replace the cap securely. Before removing the tubing from the pump, wipe away excess oil. Finally, clean any oil residue or fingermarks from the outside of the bottle. Double-check the cap is tight.

Step 9 – Label and Package the Oil Sample

Before applying the label, confirm it matches the correct sample bottle. Then attach the adhesive label to the bottle and place the sample into the mailing canister for immediate delivery to the laboratory. Do not place labels on the black mailing canister.

Back at the Laboratory

Once the laboratory receives your oil sample, technicians begin a detailed oil analysis process to assess oil condition, contamination levels and machine wear.

Step 1 – Sample Registration

Each sample is logged into the laboratory system and assigned a unique report number. Throughout the testing process, the sample is identified only by this number to ensure accurate tracking.

Step 2 – Water Contamination Testing

First, technicians test check the sample for water contamination using a crackle test. If water is detected, they then perform a Karl Fisher titration to accurately measure the exact water content.

Step 3 – Ultrasonic Agitation

The sample is thoroughly agitated in an ultrasonic bath to keep contaminants suspended within the oil. After vigorous shaking, the sample is ready for further testing and analysis.

Step 4 – Sample Preparation and Viscosity Testing

Slides are prepared for microscopic examination, while additional samples are prepared for spectrographic analysis. Additionally, viscosity testing is performed on on all samples at 40°C.

Step 5 – Diesel Dilution Testing

Engine oil samples are checked for diesel dilution using a closed cup flash tester. This process accurately determines diesel concentration levels within the oil.

Step 6 – Spectrometer Analysis

Samples are analysed using a Spectrometer to measure 17 elemental levels in PPM (Parts Per Million). These results identify wear metals, contaminants and oil additives.

Step 7 – Particle Analysis

Particle counts are performed under 200x microscopic examination. Advanced particle analysis software then identifies particles by size, shape and colour, helping detect abnormal wear patterns and contamination sources.

Step 8 – Oil Sample Photography

Photographs are taken of every oil sample and included in the final report. These images allow customers to visually assess oil condition and wear debris rather than relying solely on numerical data.

Step 9 – TAN and TBN Testing

Total Acid Number (TAN) testing is performed for turbines, hydraulic systems and long life oils. Total Base Number (TBN) testing is completed for engine oils where required.

Step 10 – Report Correlation and Recommendations

All laboratory results are reviewed and correlated by experienced analysts. After completing the assessment, detailed comments and maintenance recommendations are then manually prepared to suit the specific operating conditions.

Step 11 – Reporting and Technical Support

Suspect reports are discussed directly with customers where necessary. Results are e-mailed promptly, with hard copies also available. In most cases, reports are delivered within 48 hours of the sample arriving at the laboratory.

Order Your Oil Sampling Kit Today

Maintain cleaner oil, reduce equipment wear and improve machinery reliability with professional oil analysis and accurate oil sampling procedures.