Your co-packer should clearly answer how quickly they complete trace exercises, how they document lot codes through production, what systems prevent cross-contamination, how they verify incoming materials, and how they handle mock recalls.
When a retailer flags a quality issue or your compliance team runs a trace exercise, you need answers in hours, not days. The contract packaging partner who assembles your club packs, multipacks, or promotional kits becomes part of your traceability chain. Their documentation practices directly impact your ability to isolate affected product, satisfy retailer requirements, and protect your brand during an incident.
These five questions separate partners with real systems from partners who improvise when pressure hits.
A capable co-packer should complete a full mock trace exercise, one step back to raw materials and one step forward to finished goods, within four hours. This means identifying all affected lots, documenting where materials came from, and determining where finished goods shipped, all within the same business day.
Speed matters because retailers often require trace results within hours to make decisions about product holds or customer notifications. According to the FDA's Food Traceability Rule under FSMA, certain high-risk foods now require traceability records within 24 hours. But your retail customers, especially Walmart, Costco, and Target, likely expect faster response than the regulatory minimum.
Ask how often they verify this capability. Partners who test their trace response time on a regular schedule through their food safety program demonstrate systematic documentation, not heroic one-time efforts.
Watch for partners who hedge on timing or say "it depends." That usually signals manual documentation systems or incomplete lot tracking. The right answer includes a specific timeframe and describes how their system supports it.
Your co-packer should track lot codes electronically from inbound materials through production and into finished goods, with scanning at key process points throughout.
Ask specifically what their system captures. You want to hear about:
The connection between inbound and outbound lots should be obvious, not interpretable. Step-by-step trace instructions should be documented and maintained so every operator follows the same process, not just the experienced ones.
Request examples of their production documentation for projects similar to yours. Manual logbooks and paper-based systems fail during high-volume production because operators skip entries when lines run fast or overtime creates staffing changes. Electronic systems with scanning create the audit trail you need.
Your co-packer should perform quality checks throughout the entire production process, not just at the end of a run.
Here is what a thorough quality program covers:
Quality checks should be documented on standardized QC forms and reviewed by the quality or compliance team. Any non-conformances should trigger immediate corrective action and escalation.
Ask what happens when a check fails. The honest answer reveals whether their system depends on perfect human execution or includes real escalation paths. Partners who rush past this question may not have consistent enforcement across shifts.
Your co-packer should verify incoming products through a combination of supplier approval, documentation review, and physical inspection before anything reaches the production floor.
This means:
Any materials not meeting specifications should be placed on hold and managed through a non-conforming product and corrective action procedure. Ask how they physically separate held materials from approved inventory. You do not want questionable materials sitting on the same rack as production-ready components.
Also ask how they validate their suppliers. Partners who conduct annual site visits and require third-party audit certificates from their own vendors demonstrate that they take the full supply chain seriously, not just their own four walls.
Your co-packer should conduct internal mock recalls on a regular schedule and share results that demonstrate complete traceability within their target timeframe.
Mock recalls test whether documentation systems work under pressure and reveal gaps before real incidents occur. Partners who treat mock recalls as compliance theater rather than operational tests usually discover problems only during actual trace exercises, when your brand is on the line.
Ask to see their most recent mock recall report. Look for:
Partners with SQF certification include mock recall exercises as a defined performance indicator in their Product Trace program, with regular verification built into the certification cycle. That external accountability matters because it means a third-party auditor confirms their trace capability, not just their own quality team.
Request whether they include customer notification procedures in mock recalls. Some partners only test internal traceability, stopping at the point where they identify affected lots. Better partners practice the full sequence including identifying who needs to be notified and how quickly they can provide documentation.
We maintain SQF Level 2 certification with AIB Level of Excellence rating. Both require documented traceability systems verified by third-party audits.
Our traceability system is managed electronically using Pack Manager (Nulogy) and includes lot code tracking from inbound materials through production and into finished goods. Warehouse personnel, fork truck drivers, and line operators scan pallet tags at key process points. We use inventory movement, reconciliation, and recall reports to track material usage, finished goods, and waste. Step-by-step trace instructions are documented and maintained so execution is consistent regardless of shift or operator.
We can complete a full mock trace exercise, one step back to raw materials and one step forward to finished goods, within four hours. This timeframe is a defined performance indicator in our SQF Product Trace program and is verified twice per year.
Quality checks happen throughout the entire production process: incoming inspections, First Article inspections at each job or changeover, hourly in-process checks with photos and documentation available online, and Last Article inspections before release. Our 98.98% fill rate and 1.47 complaints per million packages reflect systems that prevent issues before they reach customers.
If you want to see how our documentation works for a project like yours, start a conversation. We will walk you through actual trace exercise results and explain how our systems support your retailer requirements.
What certifications indicate strong traceability systems?
SQF Level 2 certification requires documented traceability including lot tracking, recall procedures, and mock recall exercises. FDA registration demonstrates regulatory compliance but does not specify traceability speed. AIB audits evaluate documentation systems and assign ratings based on execution quality. Certifications establish minimum requirements rather than guaranteeing operational excellence, so verify actual response times and documentation practices.
Should I audit my co-packer's traceability systems before awarding a project?
Yes. Request a site visit that includes reviewing production documentation, observing line clearing procedures, and meeting the person who owns compliance. Ask to see completed trace exercise reports from recent months rather than just reviewing written procedures. Watch how operators log lot codes during actual production, not a staged demonstration.
How often should my co-packer update me on traceability performance?
Request regular summaries that include mock recall results, any actual trace exercises conducted, and documentation system improvements. During new product launches or formula changes, ask for more frequent updates until you verify the systems work for your specific requirements.
What happens if my co-packer cannot complete a trace exercise in my required timeframe?
Determine whether the delay resulted from systematic documentation gaps or exceptional circumstances. One-time delays during unusual situations are manageable, but consistent slow response indicates inadequate systems. You may need to implement your own receiving inspection and lot tracking if partners cannot meet retailer requirements.
Do promotional packaging projects need different traceability requirements?
Promotional programs often involve limited-time materials sourced from non-standard suppliers, which creates additional traceability complexity. Ensure your co-packer documents supplier information even for one-time components and maintains the same lot tracking rigor for short-run projects. Retailers apply identical traceability expectations to promotional displays and standard production SKUs.
How do I verify my co-packer's traceability documentation is accurate?
Conduct unannounced trace exercises where you request documentation for randomly selected production dates. Compare their reported results against your own receiving records and shipping confirmations. Test both forward traces (starting from inbound materials) and backward traces (starting from finished goods). Consistent accurate results indicate reliable systems.
What traceability documentation should I maintain on my end?
Keep copies of your co-packer's certificates of insurance, food safety certifications, and supplier approval documentation. Maintain records of materials you supply directly including lot codes and quantities. Document any quality issues or trace exercises you initiate. This parallel documentation protects you if the co-packer's records are incomplete during retailer audits.
The traceability systems your co-packer maintains become your traceability systems when retailers or consumers raise quality concerns.
Whether you outsource secondary packaging or keep it in-house, the right answer depends on your specific compliance requirements and risk tolerance. If you want to discuss how our traceability practices support brands with strict retailer requirements, start a conversation about your project. We will share specific examples and explain how our documentation systems work for your situation.