Sample Recall document

The below is a sample Recall Document. You can modify it for your own recall procedures. This might be considered as a introduction to best priactices


Checklist Product Recall number(wk/n°):         ....        /        202…        


Name Employee:                                                                                                 Name Manager:                                                                                                                                                                                                                

Signature:                                                                                                                Signature:

Date + Time:

Reason for starting Recall Procedure:

  • OIL
  • Production Line                        
  • Transport
  • Person (contaminated)
  • Foreign material
  • Exceeding Residue:         
    • Chemical:________________
    • Residue: __________ppm
    • EU MRL: __________ppm


  • Other:________________________


Level of seriousness        ✍ 1 very small                                        ✍ 2 Moderate                                        ✍ 3 Real                                   ✍ 4 Severe        

Batch affected is (Step 1 Product recall procedure) :        

                       ✍ Airplane / vessel:                _____________________  deck / hatch:______

                       ✍ Pack house:                        _____________________

                       ✍ Orchard / Variety:        _____________________

                       ✍ Other:                                         _____________________


Terminals / Plants / Cold Stores - instructed to identify / separate / stop load out of concerned product? (Step 7 Product recall procedure)

       ✍ y        ✍ n:         reason:___________


Authorities informed / certification bodies informed ?        (Step 10 Product recall procedure)

✍ y:         by whom:___________________ date:_____________________        

✍ n:         reason:___________


Sign-off manager 

Name + Signature:


Date:




Plant 1

Plant 2

Copy additional columns

TOTAL

# S.U. received:





1.

# S.U. in stock (Step 2 Product recall procedure)

Inwards per grower






All S.U. blocked in stock?

Date :

✍ y

✍ y

✍ y

✍ y

2.

# original LOP (Step 3 Product recall procedure)

Original LOP per grower


of which how many ICT?

DVORDER per grower for all clients     





3.

# last operations type if not in stock (= In repack) (Step 3 Product recall procedure)

Last operation type per grower





SUM  1 + 2 + 3 = # S.U. received?

Vessel Manifest

✍ y

✍ y

✍ y

✍ y






# created S.U. in repack (=OUT) (Step 4 Product recall procedure)






Report attached depletion-creation

(re)packing Depletion 

Depletion-creations per date

✍ y

✍ y

✍ y


4.

# repack in stock






All S.U. blocked in stock?

Date :

✍ y

✍ y

✍ y


5.

# repack in load out





SUM 4 + 5 = # S.U. created (Step ___ Product recall procedure)

✍ y

✍ y

✍ y

✍ y

S.U. in transit blocked? (Step ___ Product recall procedure)

✍ y

✍ y

✍ y

✍ y


*S.U. = stock units / logistical units

Effective Product Recall:                 ✍ Yes        ✍ No                 Clarification: _______________________

Total stock units to recall (SUM 2 + 5):         


Stock units to recall delivered in last 30 days?


List of customers to contact attached? ✍ y        ✍ n

Is the name of Employee / contact person / date / name of contact per customer added on the list?                 ✍ y        ✍ n

Communication to ____________________?        (Step 9 Product recall procedure)                                        ✍ y        ✍ n

Other fruit involved                                                                                        ✍ y        ✍ n

Report inward stock unit per customer attached?  (Step 5 and Step 11 Product recall procedure)

ORDER per grower for all clients                                                                                       ✍ y        ✍ n                              

TOTAL stock units effective returned: (Step ____ of the  Product recall procedure)


# stock units dumped:



Sign-off manager 

Name + Signature:

(Step 14 and Step 15  Product recall procedure)


Date: