The moment an order arrives is the best time to catch a problem and the easiest time to skip the checks. A short, consistent routine at the bench makes sure that what you ordered is what you have, and that you can prove it later.
Before you open anything
Look at the outer packaging. Note the delivery date and time, any sign of crushing or water damage, and whether the parcel was left somewhere warm. If the order was sent with cold packs, note whether they are still cool. None of this proves a problem on its own, but it is the context you will want if a result later looks wrong.
Check each unit
For every vial or pen in the order:
- Confirm the compound name and strength against your order confirmation.
- Check that the seal or cap is intact and the stopper is seated.
- Read the batch number and expiry date on the label.
- Look at the contents. Lyophilised material can be a cake, a powder or a thin film, and a small amount can be hard to see. A coloured compound should be the colour its certificate describes.
Match the batch to its certificate
Find the Certificate of Analysis for the batch number on the label and read it before the material goes into storage. The compound name, batch number and quantity should agree with the unit in your hand. Where a supplier offers a batch lookup, use it: it takes a minute and it ties the vial to the laboratory record. Save a copy of the certificate with your project files.
Store it straight away
Move the units to the storage conditions stated on the label as soon as the checks are done. Keep vials upright, sealed and away from light, and avoid the door of a refrigerator or freezer where the temperature swings most. Write the date received on the box or in your inventory.
Record it
Log the supplier, order number, compound, batch number, quantity, date received and where it is stored. If the material is later reconstituted, add the date, diluent, volume and resulting concentration. This is the difference between a result you can repeat and one you can only describe.
When to raise a query
Contact the supplier promptly, before using the material, if a seal is broken, a label is missing or unreadable, the batch number has no matching certificate, or the contents do not look as the certificate describes. Photograph the unit and its label first. A supplier that tests each batch should be able to answer quickly.