You have a terrific new handmade soap recipe to make and are all set to go. The product looks great and the scent you’ve picked smells divine. Paperwork and record-keeping is probably the last thing on your mind at the moment, but now is the time to get out your notebook or spreadsheet. The recipe you’re following — whether it’s new or tried-and-true — is generally referred to as a Master Formula or Master Recipe. The records you keep when making a batch of product from a Master Formula are called your Batch Record. It should contain the details of the batch, what ingredients you used, the amount of each, and how you made the product.
What information should you include in your Batch Record?
Batch Number
Every batch should be assigned a unique number. You could use the date or a sequential numbering system — whatever works for you, as long as it is a unique identifier for that batch. Putting the batch number on the label of the finished product is a good idea so you can look at a finished, labeled bottle or jar and know which batch it came from. Putting the batch number on the finished product is required as part of good manufacturing practices, it is not required to comply with product labeling regulations.
General Information
Somewhere (usually at the top) of the Batch Record, note the general information about the batch. That should include things like the name of the product, the batch size, how the product is packaged, and the production date.
Ingredients
Since the ingredients used in your batch are a key component of the success of the product, keeping accurate information about the ingredients is very important.
Always note the following:
- Ingredient required. Your Master Formula should have the name of the ingredients. Record each one on the Batch Record.
- Amount required. If your Master Formula is in terms of percentages, you’ll need to calculate the amount of each ingredient and document it; otherwise, record the amount specified in the recipe.
- Ingredient actually used. This is the place to record what ingredient was actually used. If the Master Formula called for “fragrance,” this is where you note down exactly what fragrance you used, such as:
- Supplier name
- Supplier’s lot or product number
- Date of purchase
- Lot number that you assigned to the purchase of that ingredient (if any)
- Amount actually used. Write down the amount of the ingredient that was actually measured out and used in the product. Of course, it should be exactly what’s called for in the Master Formula, but if it ends up being a little under or a little over (by choice or by accident), document it. Be honest here, even if it’s hard.
Production Details
Record how you followed each step of the Master Formula, and keep track of specifics. For example, if the Master Formula says to “warm the oils to 100 degrees F to 120 degrees F,” make a note of the actual temperature of the oils when the step is completed.
If anything unusual happened while you were making the batch, it’s important to note that as well. If you were interrupted for some reason, or if there was anything odd about the way the product acted, record that in your Batch Record.
Quality Checks
The Master Formula may contain checks (or you may have developed ways to check the product) to verify the quality of the finished product. For example, you might check the color, scent, texture or consistency of the product to make sure it’s right. Document what you find in your Batch Record.
Packaging
Record what packaging you used for the batch (bottles, caps, wraps, etc). If you know where you purchased the packaging items, record it. It’s helpful to attach a copy of the label to the Batch Record in case you must refer back to it later, especially if you created a new or revised label for the batch.
Free Batch Record Template
As you can see, batch records are a critical part of maintaining good manufacturing practices.
Here’s an Excel spreadsheet version of a Batch Record you can download as an easy way to track your own records.
Simply print it out or make a copy of the spreadsheet, and fill in the data as you make your handmade soaps or bath and body products.
Keep the record in a safe place. In the event of an audit or customer complaint, you’ll have it readily available to review
