Templates and records · ISO 22716 · Clause 6.3 a 6.5

ISO 22716 raw material receipt and release record

No raw material should reach a formula without someone in quality having released it. This record shows what came in, in what condition and who decided to use it.

In one sentence

The raw material receipt and release record captures, for each batch of raw or packaging material received, the match between purchase order, delivery note and goods, the batch identification, its status — quarantine, accepted or rejected — and the release decision by authorised quality staff, which is what ISO 22716 recommends in clauses 6.3 to 6.5 so that only released materials are used.

Content reviewed on 17 October 2026

Where the standard requires it: ISO 22716 · Clause 6.3 a 6.5 Chapters are those of ISO 22716:2007, the only edition published, confirmed by ISO in 2022. It is a guidelines standard: it recommends; the obligation comes from Article 8 of Regulation (EC) 1223/2009.
Type of information: Mandatory record ISO 22716 recommendation (6.3 to 6.5), enforceable through Article 8 of Regulation 1223/2009
Who fills it in: Warehouse and quality control The warehouse receives and identifies; release is signed by authorised quality staff
When: At every receipt The material stays in quarantine until it is released
How long it is kept: Defined by the company ISO 22716 asks for the archiving period to be set according to applicable legislation (17.5.2). As a reference, the product information file is kept for ten years after the last batch was placed on the market (Article 11(1) of Regulation 1223/2009).

What the standard requires

What ISO 22716 demands and what it leaves to your judgement

The standard asks you to check at receipt that order, delivery note and goods match and that containers arrive intact; to identify each container with the product name, internal code, date or receipt number, supplier and supplier's batch number, plus the internal batch number if different; and to indicate its status: accepted, rejected or quarantined.

Release is carried out by authorised quality staff, and there must be a system, physical or computerised, that prevents the use of anything not released. Accepting on the supplier's certificate of analysis alone is possible if there are established technical requirements, experience with the supplier, audits and agreed test methods.

Purchasing must be based on supplier evaluation and selection (6.2), and materials stored for a long time must be re-evaluated before use (6.7).

Read it in context: Facilities, equipment, and raw materials, in the ISO 22716 Academy

Structure

Fields the template should include

Date and receipt number
Supplier, product as per delivery note and internal code
Supplier batch and internal batch, if different
Quantity and number of containers
Check of order, delivery note and container integrity
Certificate of analysis received
Sampling and testing carried out, or reason for accepting on certificate
Status: quarantine, accepted, rejected
Release decision, date and authorised person
Re-evaluation or expiry date

Example

Example: receipt of an emulsifier

Company, people and figures are fictitious: the example only shows what a properly completed record looks like.

Field	Content
Receipt	REC-26-0412 · 8 April 2026
Supplier and product	Ridgeway Chemicals (fictitious company) · Cetearyl Alcohol · code RM-0117
Batches	Supplier 2603-88 · internal 26-0117-04
Quantity	8 × 25 kg sacks · delivery note and order match · containers intact
Certificate	Received; melting point and acid value within specification
In-house check	Infrared identification and appearance: conforming
Status	Quarantine 8 to 9 April · released on 9 April by the quality control technician
Re-evaluation	April 2028, according to the internal specification

At the audit

Mistakes auditors commonly flag

Raw materials in use with the quarantine label still on.
Release on certificate of analysis without having evaluated or audited the supplier.
The supplier's batch number is not recorded, and traceability breaks at the first link.
Packaging material received with no checks at all because "it is not a raw material".
Expired or un-re-evaluated materials in the warehouse.

In Kimobox

How this record is kept in Kimobox

1Quarantine and release of raw materials are managed from the same system.
2Certificates of analysis are filed linked to each batch received.
3Each approved supplier has its control history, linked from the receipt.
4The batch received is linked to the manufacturing batches in which it is used.

Frequently asked questions

What people ask us before getting started

Can material be released on the certificate of analysis alone?

The standard allows it if there are established technical requirements, experience and knowledge of the supplier, audits and agreed test methods. Even so, it is worth carrying out some identity check at receipt.

Does packaging material need the same control?

Yes. ISO 22716 treats raw materials and packaging materials together: identification, status and release by quality staff. A wrong or contaminated container affects the product just as a raw material does.

Is a physical quarantine area needed?

Not necessarily. The standard allows physical separation to be replaced by another system, such as a computerised block, if it gives the same level of assurance.

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Sources

Where each figure comes from

References to the official text in force. If a standard is revised, this page is updated and the review date says so.

ISO 22716:2007 — Cosmetics. Good Manufacturing Practices (GMP). Guidelines on Good Manufacturing Practices ISO · 2007 ed., confirmed in 2022
Regulation (EC) No 1223/2009 of the European Parliament and of the Council on cosmetic products EUR-Lex · 30 November 2009, consolidated text