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Does anyone have a hold and release form?

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Posted 10 March 2015 - 05:23 PM

Does anyone have a hold and release form, damaged inventory and product return form sample they would like to share?


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Posted 10 March 2015 - 10:30 PM



Wish I had a sample form,but I can at least give you a start on what it should address. Maybe others have more and better ideas they might contribute. Going from memory:


Place for current date/time (time is critical data to capture because if it is an out-of-temperature range issue, knowing and documenting the times is crucial to decisions)


Who put it on HOLD


Exact description include prodcut/ingredient name, LOT number(s)


Exact quantity involved, number of units, pounds, gallons, pallets


Is it a food safety issue vs. a quality issue


Exact description of suspected problem - misformulation, contamination, mis-labeled, out of temperature, out of specification


Initial actions taken - waiting on lab results, reprinting labels, placed in blast freezer for fast temperature reduction, product is in process e.g. being tempered, extraneous matter found


corrective actions, preventative actions, root cause analysis


Was there a deviation from the critical limits of a critical control point?


final disposition - destroyed, witnessed by USDA, donated to charity, reworked into product x with LOT number x


Estimate the date of resolution/finalization


Decision making documents

Reference related documents


Release time and date


Authorization signatures


I hope this may assist with ideas anyway. Return to warehouse documents will be similar. Such documents need to answer who, what, why, when and where. They need to carry justification for actions, proper authorization(s), due diligence, clear paper trail, etc.





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Posted 11 March 2015 - 05:42 AM



As much as I agree with what is in the post above IMHO I feel it is also important to realise what standard you are working to / which industry you are in.

Relevant standard requirements will then tell you what must be included in your Hold/Release procedure.

What can also be done is linking the Hold to Non-Conforming Materials procedure (and applying the adequate category within NCR's).

This will allow you to keep all details of investigation within the NCR document, not necessary have it written on the Hold form attached to the product itself. Saves the space on the form and allows the Hold form to send a clear message to all staff: wait a minute we shall not be using this.

We have a log (simple spreadsheet) of all Held products/materials/packaging/obsolete packaging/WIP containing all details as per above post and on the actual Hold notice attached to the product we would put Hold number as an identification.

Details of all actions taken can then be found in the log.

Let's not forget about having the internal document control references added to the form and the need for having a designated area - Quarantine area to keep all products but again - this may be interpreted differently depending on which standard you are working to.



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Posted 11 March 2015 - 06:35 AM

Hello knd12288,

         Attached are some forms which may be of help to you.

Attached Files

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