Quality Management System

B2B Ingredient Return Guidelines & Authorization Policy

At ICI Foods, we strictly adhere to GFSI, SQF, and FDA FSMA standards to safeguard the integrity of the commercial food supply chain. To ensure traceabilities and maintain batch compliance for global food manufacturers, all ingredient returns must follow our standardized Return Material Authorization (RMA) procedure.

Standard Operating Procedure for Returns

Due to strict food safety protocols and sanitary handling requirements, return requests must be evaluated and authorized by our Quality Assurance (QA) team prior to product transport or warehouse re-entry.

1. Eligibility & Notification Timeframe

Return requests for food ingredients, raw materials, or specialty additives must be initiated within 14 calendar days from the official delivery date stated on the Bill of Lading (BOL).

2. Mandatory Quality & Traceability Requirements

  • Sealed Packaging: Products must remain in original, unopened, and undamaged manufacturer packaging with tamper-evident seals intact.
  • Lot Number Verification: Customer documentation must provide exact manufacturer lot codes, batch numbers, and Certificate of Analysis (COA) cross-references.
  • Cold-Chain & Storage Records: Temperature-sensitive ingredients require verified storage temperature logs confirming compliance with recommended parameters.
  • Photographic Evidence: Clear photos detailing pallet tags, exterior packaging condition, and seal numbers are required for evaluation.

3. Non-Returnable Category Criteria

In compliance with global food safety standards, customized ingredient blends, micro-dosed premixes, expired inventory, or items subjected to compromised environmental conditions are non-returnable.

RMA Processing & Resolution Workflow

Once a return request is reviewed and validated by our Technical Quality Services team, an official Return Material Authorization (RMA) tracking number will be assigned along with pick-up or freight delivery instructions.

Resolution Timelines

Approved returns undergo physical inspection and lot verification upon arrival at our distribution facility. Approved credit memos or product replacements are issued within 5 to 7 business days following QA inspection clearance.