Receiving refrigerated medicines: an 8-point checklist
Eight checks to make before you accept a 2–8 °C consignment, with space to record the result. Print one per delivery.
For hospital pharmacies and chemists. Free to copy and share.
| # | Check | Yes | No | Note |
|---|---|---|---|---|
| 1 | Temperature record. The data-logger record or indicator shows the consignment stayed between +2 °C and +8 °C for the whole journey. | |||
| 2 | Coolant condition. Coolant packs are still cold and conditioned; no product has been in direct contact with a frozen pack. | |||
| 3 | No freezing. No vial, pen or ampoule looks frozen, cloudy or cracked. Freezing can damage vaccines and biologics permanently. | |||
| 4 | Batch and expiry. The batch number and expiry on every pack match the invoice, and the remaining shelf life is acceptable. | |||
| 5 | Seals and packaging. Cartons, caps and tamper-evident seals are intact, and printing is sharp and consistent. | |||
| 6 | Right product. Brand, strength, pack size and quantity match what you ordered and what the invoice says. | |||
| 7 | QR code. Where the pack carries a QR code, a scan shows the same product, batch and expiry. | |||
| 8 | Into the fridge now. The products go into the pharmacy refrigerator immediately, before the paperwork is finished. |
If any answer is “No”
Do not use the product. Keep it refrigerated, apart from other stock and labelled “do not use”, and contact the supplier straight away with the invoice number, batch and what you found. For a temperature problem, keep the data-logger record; only the manufacturer can confirm whether the batch is still usable.
Related: Pharmaceutical cold chain, explained and refrigerator temperature log.
Free resource from R S Surgipharm Private Limited, Ahmedabad — rssurgipharm.com/resources/cold-chain-receiving-checklist/. General guidance; always follow the product label and the manufacturer’s instructions.