Designing Sample Request Format

Good day, all,

I have recently started a new position within a company that acts as a product handler and bulk transporter of commodities from the EU and Mediterranean to North America. 

One of the tasks that I have been assigned is being the primary filter between each departments (sales, production etc.) sample requests, and the warehouses, production facilities, and various modes of transport vehicles that house the product to be sampled. Up until I was appointed, the sample requests were unrestraint, un-logged, and not filtered by quality oriented personnel.

The general direction I am to design/implement is:

 - Need for sample > fill in an internal sample request form (yet to be made) > submit request to me > I review request > I reach out to contact wherever the product of concern is > send a work order to collect, package and mail sample with a third party lab sample analysis request form (SARF) > I receive the sample results > results are logged and provided to the original person requesting the sample.

I should comment, all of these requests for sample collection will be done from a remote location. I will not be within reachable distance to the products to be sampled, all will be done by third-party. 

I am confident on my ability to create a general format to follow, but i'm posting this here to see if there are any recommended, or preferred formats to follow when creating this workflow, as i've never done it myself. Are there any bits of information that would be considered required and others that prove pointless? 

Thank-you for any and all assistance,

Gareth