Receiving Aesthetics Supplies: A Goods-In Checklist for UK Clinics
Quick answer: Receiving aesthetics supplies safely requires a clear goods-in process: assign responsibility, match the delivery to the order, check packaging and product information, record any discrepancies, and complete a proper stock handover. This protects both product quality and clinic safety records.
The moment a delivery arrives isn't the end of the ordering process, it's the start of a critical checking stage that's easy to rush past. Clinic managers and reception staff are often the first point of contact for deliveries, and a few minutes spent checking goods-in properly can prevent problems that only surface once a product is already in use.
This checklist walks through what UK clinics should do every time aesthetics supplies arrive.
Assign responsibility for receiving aesthetics supplies
Every clinic needs a clear answer to a simple question: who checks deliveries when they arrive? Without a named responsibility, this often falls to whoever happens to be at reception, with inconsistent results.
Assign this responsibility clearly, and make sure whoever holds it knows:
- Which products require immediate refrigeration
- Where to log deliveries once checked
- Who to contact if something looks wrong
Match the delivery to the order
Before anything goes into storage, check the delivery against the original order:
- Do the products match what was ordered, including brand and formulation?
- Is the quantity correct against the packing slip?
- Are any items missing or substituted, and if so, was that communicated in advance?
Catching a mismatch at this stage is far easier to resolve than discovering it once a practitioner is ready to use the product.
Check packaging and product information
Once the order matches, check the physical condition and information on each item:
- Packaging is intact and undamaged, with no signs of tampering
- Batch numbers and expiry dates are clearly visible and recorded
- Temperature-sensitive items show no signs of having been left unrefrigerated in transit
- Any accompanying documentation, such as certificates of authenticity, is present
This step matters as much for regulatory record-keeping as it does for product safety.
Record discrepancies clearly
If anything doesn't match, missing items, damaged packaging, incorrect quantities, record it immediately rather than relying on memory. A clear discrepancy record should include:
- What was expected versus what was received
- Photos of any damaged packaging, where relevant
- The date and time the delivery was checked
- Who identified the issue
This record is essential when contacting your supplier to resolve the discrepancy.
Complete the stock handover
Once a delivery has been checked and any discrepancies logged, complete the handover to whoever will actually use the stock:
- Update your stock system or log with new quantities and batch numbers
- Store products correctly, particularly anything requiring refrigeration
- Notify the relevant practitioner that their order has arrived
- File any documentation received with the delivery
A proper handover means the practitioner using the product can trust it's been checked and stored correctly, without needing to verify it themselves.
Contact IGO about wholesale aesthetic supplies deliveries
If a delivery from IGO Aesthetics arrives with any discrepancy, damaged packaging, missing items, or incorrect quantities, contact the team promptly with your order details and any evidence recorded during goods-in.
IGO Aesthetics supplies aesthetic beauty supplies to clinics across the UK with next-day delivery, and the team can help resolve any delivery issues quickly once notified. You can find full contact details and order support via IGO Aesthetics.
To help clinic managers and reception staff apply this process consistently, IGO offers a printable goods-in checklist, designed to be kept near your delivery area as a quick reference every time aesthetics supplies arrive.
FAQs
Who should be responsible for checking deliveries in a clinic?
This should be a named role, often a clinic manager or reception staff member, with clear responsibility for checking goods-in every time a delivery arrives.
What should be checked first when a delivery arrives?
Confirm the delivery matches the original order in terms of products and quantities, then check packaging condition and product information such as batch numbers and expiry dates.
How should discrepancies be reported to a supplier?
Record the issue clearly, including photos where relevant, and contact the supplier as soon as possible with your order number and details of what was expected versus received.
Why does goods-in matter for regulatory records?
Accurate batch number and expiry date recording at goods-in supports traceability, which can be important for clinical safety records and regulatory compliance.
