SOP-GMP-003: Raw Material Receiving

1. Purpose

This procedure establishes consistent methods for receiving, inspecting, and documenting incoming raw materials to ensure quality and traceability.

2. Scope

This SOP applies to all raw materials received for use in soap and cosmetic production, including oils, butters, waxes, preservatives, fragrances, colorants, and packaging materials.

3. Procedure

3.1 Upon Receipt

Verify the package matches your order (correct product, quantity)
Inspect packaging for damage, leaks, or signs of tampering
Check that product is properly labeled
Note any concerns before accepting delivery

3.2 Inspection Checklist

	Requirement	Pass/Fail
	Package intact and undamaged
	Product label matches order
	Lot/batch number present
	Expiration date noted (if applicable)
	No signs of contamination
	Certificate of Analysis received (if requested)

3.3 Documentation

Record material in Raw Material Log (see Section 5)
Assign internal receiving number if desired
File Certificate of Analysis with material documentation
Note any deviations or concerns

3.4 Storage

Store according to supplier recommendations
Place in appropriate storage area (away from direct light/heat)
Organize by type and use FIFO rotation
Mark container with date received and date opened (when opened)

4. Rejection Criteria

Reject or quarantine materials that:

Arrive in damaged or compromised packaging
Have missing or illegible labeling
Are past expiration date
Show signs of contamination (mold, off-odor, discoloration)
Do not match order specifications

Action: Contact supplier for replacement or refund. Document rejection in Raw Material Log.

5. Raw Material Receiving Log

Date Rec'd	Material Name	Supplier	Lot #	Exp Date	Qty	Status	Init
						A R
						A R
						A R
						A R
						A R

A = Accepted, R = Rejected

Tip: Request Certificates of Analysis (CoA) from suppliers for key ingredients, especially preservatives, fragrances, and colorants. File these with your material documentation for reference.