Laboratory Receiving Checklist for Research Materials
A consistent receiving process helps a laboratory preserve traceability from delivery through storage. This checklist gives research personnel a practical framework for reviewing a shipment, recording its identity, and locating the documentation associated with a specific lot.
Research use only: Products available from Xtreme Aminos are intended for lawful laboratory, analytical, or institutional research. They are not for human, veterinary, food, clinical, therapeutic, or diagnostic use. This page is general information and does not replace a facility-specific chemical hygiene plan, safety data sheet, product label, or standard operating procedure.
1. Prepare before the shipment arrives
- Assign a trained person to receive and review the package.
- Confirm that the laboratory has an appropriate controlled receiving area and a location suitable for the material described on the product label or accompanying documentation.
- Review the order confirmation so the expected product name, quantity, and package count are known.
- Make sure the laboratory’s safety procedures, required protective equipment, and spill-response process are available before opening the shipment.
OSHA’s laboratory guidance recommends knowing appropriate handling, storage, and disposal information before a substance is received. It also recommends accepting only containers with adequate identifying labels.
2. Inspect the outer package
- Compare the recipient and package count with the order confirmation.
- Look for visible crushing, punctures, moisture, leakage, or other damage before opening.
- If a package appears compromised, isolate it according to the laboratory’s procedures. Do not continue normal unpacking until a qualified person has assessed it.
- Photograph shipping damage and retain the packaging when documentation may be needed for a carrier or support request.
Questions about delivery timing can be checked on the Shipping page. The Returns page explains the current conditions for return requests.
3. Verify the product and lot identity
Before the material enters inventory, compare the physical label with the order record. Record the product name, stated amount or concentration, lot or batch identifier, date received, condition on receipt, and storage location. Keep the original label attached and readable.
Lot identity matters because analytical documentation is tied to a particular batch. A report for a different lot should not be treated as documentation for the material received.
4. Review the certificate of analysis
A certificate of analysis, often called a COA, summarizes testing associated with a lot. FDA guidance for active pharmaceutical ingredient manufacturing describes useful certificate elements such as the material name, batch number, tests performed, acceptance limits, numerical results when applicable, date, and authorized quality-unit approval. The exact tests and format vary by material and laboratory.
When reviewing a COA:
- Match the product and lot identifiers to the container.
- Identify the test method and what characteristic was measured.
- Read the reported result together with its units and stated acceptance criteria.
- Check the testing laboratory, report date, and approval or signature information.
- Keep the complete report with the laboratory’s receiving record.
See Research Product Documentation and COA Requests for more detail and the information to include when requesting a lot-specific document.
5. Store and handle according to documented requirements
Follow the product label, available safety information, and the laboratory’s approved procedures. General laboratory guidance recommends preserving incoming labels, separating incompatible materials, using secondary containment where appropriate, and keeping an accurate inventory. A general web page cannot determine the correct conditions for every material.
- Do not guess a storage temperature or handling procedure.
- Keep materials in a controlled laboratory area with access limited to trained personnel.
- Record the date received and any date opened when required by the laboratory’s procedure.
- Use a stable inventory name and lot identifier so records remain searchable.
- Investigate damaged, mislabeled, or unidentified material before it is placed into normal inventory.
6. Create a complete receiving record
A useful record connects the purchase, delivery, container, lot documentation, and storage location. Depending on the facility’s procedures, retain the order number, carrier tracking reference, receipt date, receiver’s initials, photographs of damage, lot identifier, COA, and any support correspondence.
When to contact Xtreme Aminos
Contact support when a shipment is damaged, an item does not match the order, a label cannot be read, or a lot-specific document is needed. Include the order number, product name, lot number, and a clear description of the request. Use the Contact page to reach support.