MyPakg Packaging Guides · October 2026 · Practical purchasing guidance
The cartons arrive on a busy morning. The print looks right, so the shipment goes straight to the filling area. Later, someone asks which material revision was delivered. Nobody knows where that information was recorded.
This hypothetical receiving problem is preventable with a short inspection record. The aim is not to perform every laboratory test at the warehouse door. It is to confirm identity and catch defined discrepancies before the stock is used.
Start with the approved reference
Have the purchase order, drawing, artwork revision and retained reference sample available before opening the cartons. If the inspection team cannot find the specification, pause the release decision and obtain it. “Looks like last time” is not an acceptance criterion.
| Inspection area | Record |
|---|---|
| Identity | Supplier lot, pouch model, quantity and carton marks |
| Dimensions | Agreed measurement locations and tolerances |
| Artwork | Revision, required wording and obvious print defects |
| Construction | Visible seam, zipper and film inconsistencies |
| Documents | Required lot records and relevant evidence references |
Agree the sampling plan in advance
Decide with the supplier and quality reviewer how samples will be selected, how defects will be classified and what happens when a criterion fails. Do not choose an arbitrary handful of bags and describe the result as a statistically valid acceptance plan.
Record where each inspected sample came from. Taking every sample from the top of one carton may miss variation elsewhere. The agreed plan should address the shipment and risk rather than convenience alone.
Use clear defect descriptions
Separate a cosmetic mark from a possible functional defect. For each issue, capture a photograph, location, sample reference and comparison with the agreed criterion. Avoid categories such as “minor” unless both parties have defined them.
If an issue could affect the required closure function or package integrity, isolate the affected stock pending a competent decision. Do not quietly relabel it as a print defect to keep production moving.
Record the release decision
Use a named approver and one of three statuses: accepted, held for clarification or rejected under the agreed terms. If a concession is granted, record precisely what it covers and by whom. A commercial concession should not be used to waive an applicable safety requirement.
Keep receiving checks separate from formal performance evidence. CPSC does not certify individual packaging products, so a supplier’s use of its name is not a substitute for checking the relevant documentation. Source: CPSC.
File the completed record with the lot. When a question arises months later, you should be able to identify what arrived, what was checked and who released it.