Hi,
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.
Regards,
Xylough