Warehouse Recall Mock Exercise SOP

A step-by-step procedure for conducting a warehouse recall mock exercise, including lot lookup, customer notification, product quarantine, and reporting response times.

Steps

• Initiate the mock recall exercise
  The Quality Assurance Specialist records the exercise start time, identifies the mock recall scenario, and confirms the affected product description, lot number format, and scope of the drill. The Warehouse Supervisor acknowledges the exercise and assigns a competent person to coordinate warehouse actions. Record the following in the recall exercise log: - Exercise date and start time - Mock recall scenario identifier - Product name and lot number(s) - Initiating role - Assigned coordinator Expected outcome: The exercise is formally opened with a documented start time and assigned coordinator.
• Verify the affected lot in the warehouse system
  The Inventory Control Clerk searches the warehouse management system for the affected lot number and verifies on-hand quantity, storage locations, and shipment history. The clerk compares system records against physical inventory records to confirm traceability accuracy. Record: - Lot number searched - On-hand quantity - Bin or pallet locations - Open orders or shipped orders linked to the lot - Any discrepancies found Expected outcome: The affected lot is located in the system and traceability data is available for quarantine and notification actions.
• Compare system records to physical inventory
  The Warehouse Supervisor verifies that the physical product count and location match the system traceability record. If the count does not match, the supervisor records a deviation and escalates the discrepancy to the Compliance Manager. Verification criteria: - Lot count matches system record within the allowed tolerance - All identified storage locations are accounted for - Any mismatch is documented as a non-conformance Expected outcome: Traceability is confirmed or a documented deviation is opened for investigation.
• Quarantine the affected product
  The Warehouse Supervisor directs the team to move or block access to the affected product and applies quarantine labels to each pallet, tote, or case as applicable. The team isolates the product in the designated quarantine area or secures it in place so it cannot be shipped. Record: - Quarantine location - Quantity quarantined - Label identifiers used - Name of the person applying the quarantine Expected outcome: The affected product is clearly identified and prevented from release.
• Notify affected customers and internal stakeholders
  The Customer Service Representative sends the mock recall notification to the identified customers and internal stakeholders using the approved communication template. The representative records the time each notification is sent and the delivery method used. Include in the notification record: - Customer or stakeholder name - Contact method used - Time sent - Delivery confirmation status - Response received, if any Escalation criteria: If a customer cannot be reached within the target response window, the Customer Service Representative escalates to the Compliance Manager. Expected outcome: Notifications are issued to all required parties and response times are captured.
• Measure response times and document deviations
  The Compliance Manager reviews the recorded timestamps for lot lookup, quarantine completion, and customer notification. The manager compares actual response times against the exercise targets and documents any deviation, delay, or missed contact as a non-conformance. Record the following metrics: - Time from exercise start to lot identification - Time from lot identification to quarantine completion - Time from exercise start to first customer notification - Time to complete all required notifications - Any delays, blockers, or system issues Expected outcome: Response-time performance is measured and any deviation is documented for follow-up.
• Close the exercise and issue the report
  The Quality Assurance Specialist compiles the recall exercise log, response-time metrics, discrepancy notes, and corrective action recommendations into the final report. The Warehouse Supervisor reviews the report and confirms closure of the mock exercise. Final report contents: - Scenario summary - Lot traceability results - Quarantine actions taken - Notification results - Response-time summary - Deviations and corrective actions - Sign-off by responsible roles Expected outcome: The mock recall exercise is closed with documented results and follow-up actions assigned.