You should expect proactive updates on production status, shipping notifications before you ask, quality documentation with photo evidence, and reporting customized to your KPIs, not generic templates.
The wrong reporting setup doesn't just frustrate you - it creates a second job: managing your co-packer instead of focusing on your actual priorities.
If you're chasing your co-packer for shipping updates or wondering whether your order is on track, that's a communication problem disguised as a reporting problem. The right questions during evaluation reveal whether a partner will keep you informed or leave you guessing.
Every contract packager should provide production summaries showing units completed, reject rates, and timeline status. This is baseline. If a partner can't tell you how many units ran today or what percentage passed QA, they're not tracking it themselves.
Standard production reporting includes units produced per shift, material consumption versus forecast, reject and rework quantities with root cause notes, and timeline adherence against your delivery date. Production visibility consistently ranks among the top factors CPG brands consider when evaluating partners, according to industry surveys from organizations like the Contract Packaging Association.
The question isn't whether your co-packer can produce these reports. It's whether they do it without being asked.
You should receive proactive shipping notifications at key milestones, not responses to your emails asking for status. Good partners communicate when production starts, when orders ship, and when anything changes the timeline. You shouldn't have to chase them.
Logistics visibility includes ship date confirmation before the truck leaves, tracking information and BOL documentation sent same day, proactive alerts if weather, carrier issues, or production delays affect delivery, and clear ownership of who contacts you when problems arise.
The difference between good and great here is timing. A reactive partner tells you the shipment was delayed after you notice the truck didn't arrive. A proactive partner tells you the morning of the delay and what they're doing about it. When you're managing secondary packaging for promotional windows or club store resets, that difference matters.
Quality documentation should include inspection records with photos, lot traceability data, and any non-conformance reports with corrective actions taken. If your partner can't show you what they checked and when, their QA process may exist on paper but not in practice.
Per SQF standards, food contract packagers should maintain traceable quality records throughout production. For your purposes, this means first article inspections documented before full production starts, in-process checks at regular intervals with timestamps, photos of completed product and packaging, lot code tracking connecting inbound materials to finished goods, and documentation of any issues and how they were resolved.
Ask to see a sample quality packet from a recent job. How quickly they can produce it, and how complete it is, tells you how documentation actually works day to day.
Update frequency should match your project complexity, with milestone-based communication as the minimum. Simple, recurring jobs might only need ship confirmations. Complex promotional builds with tight retail windows may need daily status calls.
Milestone-based updates at minimum include order acknowledgment with production slot confirmation, production start notification, completion and ship notification, and delivery confirmation. More frequent reporting makes sense for first runs with a new partner, seasonal surges where you're managing multiple simultaneous jobs, projects with tight deadlines or penalty clauses, and complex builds with multiple SKUs or components.
The right cadence is one you agree on upfront, not one you have to negotiate mid-project when you realize you're not getting enough information. This should be part of your initial conversations when adding a contract packaging partner to your network.
Great reporting is customized to your priorities, not delivered from a standard template. Your supply chain team cares about different metrics than your quality team. A partner who asks what matters to you and builds reporting around those KPIs is showing you how they'll operate throughout the relationship.
Customized reporting might look like real-time shared documents where you can see order status without emailing, dashboards tailored to the metrics your leadership reviews, industry benchmarking data relevant to your specific category, and reporting format that integrates with your systems rather than creating extra work.
Some partners now offer state of the industry reports for their customers' specific verticals, providing competitive context alongside production data. This goes beyond basic "did the job run" reporting into strategic partnership territory.
The willingness to customize signals something important: they see you as a partner worth investing in, not just a job to complete.
If you recognize these patterns, your current partner may be costing you more than you realize in management overhead and missed issues.
Warning signs include having to request reports that should arrive automatically, getting different formats or levels of detail each time, no photos or documentation available for quality questions, vague explanations when you ask about discrepancies, compliance contacts accessible only through account managers, and no proactive communication when problems arise. These aren't minor inconveniences. Each one represents a gap where issues can hide until they become your problem at the retail level.
We ask what reporting matters to you before we start. During biweekly service innovation meetings with each customer contact, we review what's working and what needs adjustment. That includes reporting format, frequency, and the specific KPIs you care about.
Our quality checks run hourly throughout production, with photo documentation. All inspection records and documents are available online. You can see your job status without sending an email.
We offer live document sharing for ongoing programs so reporting stays current in real-time. No waiting for end-of-week summaries. And if you want industry benchmarking data for your specific category, we can include that too.
When issues arise, you hear from us first. Our compliance manager is directly accessible to customers for compliance questions, and you get direct answers without routing through multiple contacts.
Can I customize which reports I receive and how often?
Yes. Good partners will ask what metrics matter to you and build reporting around your priorities. If a co-packer only offers standard templates with no flexibility, that rigidity often extends to other parts of the relationship.
Should I have direct access to the compliance team?
Absolutely. When a trace exercise or audit question arises, you shouldn't have to relay messages through multiple contacts. Direct access to quality and compliance staff speeds resolution and builds confidence in the partnership.
How quickly should a co-packer respond to a trace exercise request?
Within 4 hours is the benchmark for SQF-certified facilities. The FDA's Food Traceability Rule requires records to be available within 24 hours upon request, but retailers increasingly expect faster response. Your co-packer should be able to demonstrate trace capability during evaluation.
What's the difference between reactive and proactive communication?
Reactive partners respond when you ask. Proactive partners update you at milestones and alert you immediately when anything changes. The difference shows up in how much time you spend chasing information.
Should quality reports include photos?
Yes. Photo documentation of completed product, packaging, and any issues provides evidence you can reference later if questions arise. It also indicates the partner is actually performing the inspections they claim.
Can reporting integrate with my ERP or ordering system?
Many contract packagers offer EDI integration for order management and inventory visibility. Ask what systems they can connect with and whether there are setup fees involved.
What if my reporting needs change mid-contract?
Partners who hold regular service review meetings can adjust reporting as your needs evolve. This flexibility is a sign of partnership orientation rather than transactional service.
Whether you're evaluating new partners or benchmarking your current one, our Contract Packager Evaluation Checklist includes specific questions about reporting, communication, and quality documentation. Use it during facility tours or RFP processes to capture and compare responses.
If you want to see what proactive reporting actually looks like, start a conversation with our team.