CEP Insight
Packaging specification and version worksheet

Use one record for a defined packaging specification and its order or batch. Adapt the review to the product and operation; keep evidence, owners and unresolved actions visible. Checking a step records review only: it does not establish product quality, carrier acceptance or automatic approval. Copying or downloading this worksheet does not send it to a supplier.

Specification ID / version: ________________________________________
Specification owner: ________________________________________
Review date: ________________________________________
Order / batch · SKU / variant · market / language scope: ________________________________________
Packaging layer / contents / quantity and counting unit: ________________________________________
Packaging material / component references and revisions: ________________________________________
Artwork / label / insert file references and versions: ________________________________________
Approved sample reference / exact approval scope: ________________________________________
Version cutover: effective order / batch / date: ________________________________________

[ ] 1. Identify the packaging layer and applicable order, batch, SKU and variants. List the contents, quantities and counting units; distinguish product-unit, bundle and order packaging.
Evidence / record references: ________________________________________
Responsible person / reviewer: ________________________________________
Open questions / next action: ________________________________________

[ ] 2. Record material, pack style, cushioning, closures, arrangement and dimensions with units and tolerances. Define protection requirements and the evidence needed to reproduce the pack; a photograph alone does not confirm protection performance.
Evidence / record references: ________________________________________
Responsible person / reviewer: ________________________________________
Open questions / next action: ________________________________________

[ ] 3. Check controlled artwork, label and insert files against the specification and sample references. Record versions, reviewer, date and exact approval scope; separate layout approval from material, fit and protection checks.
Evidence / record references: ________________________________________
Responsible person / reviewer: ________________________________________
Open questions / next action: ________________________________________

[ ] 4. Record the supplier or packing team’s confirmation of the versions and materials to be used for bulk work. Identify differences from the reviewed sample and any additional decision required before work begins.
Evidence / record references: ________________________________________
Responsible person / reviewer: ________________________________________
Open questions / next action: ________________________________________

[ ] 5. Confirm the effective order, batch or date with the supplier, warehouse and fulfilment team. Record how superseded physical stock will be identified, separated and used, reworked or retired; keep old files out of active production.
Evidence / record references: ________________________________________
Responsible person / reviewer: ________________________________________
Open questions / next action: ________________________________________

[ ] 6. For a mismatch or mixed versions, identify affected quantities and locations and record the hold. Name the person authorized to approve a defined exception or rework; record verification and a separate release decision.
Evidence / record references: ________________________________________
Responsible person / reviewer: ________________________________________
Open questions / next action: ________________________________________

[ ] 7. Check the actual final pack against the effective specification and accepted deviations. Record external dimensions and actual weight, units, method, measurer and date; confirm the chosen carrier service’s billing rules separately.
Evidence / record references: ________________________________________
Responsible person / reviewer: ________________________________________
Open questions / next action: ________________________________________

Bulk production confirmation / current approval scope, reviewer and date: ________________________________________
Superseded stock: references / quantities / disposition / owner: ________________________________________
Exception / rework / release: affected scope, authorized decision and owner: ________________________________________
Final external dimensions / units / actual weight / method / measurer / date: ________________________________________

Review outcome / decision owner and date / remaining actions: ________________________________________

Matching guide: Control packaging specifications from sample to dispatch
https://cepinsight.com/en/articles/packing-specification-control

Guide background sources
GS1 — Global Trade Item Number (GTIN)
https://www.gs1.org/standards/id-keys/gtin
GS1 Logistic Label Guideline
https://www.gs1.org/standards/gs1-logistic-label-guideline/1-3