Before opening the outer package
| Check | Pass looks like | Record |
|---|---|---|
| Carrier label and tracking | Tracking number matches the shipment notice | Tracking number, delivery date |
| Outer condition | No crushing, moisture, or tampering | Photo if damaged |
| Shipping conditions stated | Any temperature or orientation markings are intact | Note markings present |
Contents and labels
- Count. Number of sealed containers equals the order line quantities.
- Seal. Each container is sealed and undisturbed. A broken seal is a question, not an acceptance.
- Label fields. Each label shows the material name, labeled strength, lot identifier, and the research-use statement. All four must be legible.
- Order match. Name and strength on each label match the order confirmation line by line.
- Lot capture. Write every lot identifier into the receiving log at this point, before anything is put away. This is the single most valuable line in the log.
Documentation match
For each lot received, locate the published analytical record and confirm it describes that lot. On this site the COA library lists each report by product, strength and lot with the certificate number and the laboratory's verification link.
- Lot on the label equals lot on the report (matching a vial to its record).
- Strength on the label equals strength on the report. A report for a different strength is a different document.
- Certificate number verifies with the issuing laboratory (how to verify).
- If no current report exists for a lot, record that status explicitly rather than leaving the field blank.
Storage log entry
Once accepted, each lot gets one line in the storage log: material, strength, lot, quantity, date received, storage location, and the storage condition assigned by the laboratory's own procedure. See storing lyophilized research materials for what the receiving record should capture about conditions.
When to hold instead of accept
- A label is missing any of the four fields, or the lot is unreadable.
- A seal is broken or a container is damaged.
- The published report does not match the lot or strength received.
- The certificate number cannot be verified with the laboratory.
A held item is recorded with the reason and the date, and the supplier is contacted with the lot identifier and, where useful, a photograph of the label. Arctic Lab Supply support is reachable through the contact page; return eligibility for sealed, unopened items is described in the return policy.