A product information file gives a retailer one place to record what was checked, which exact product was involved, which source was used and when the review occurred. It is a documentation tool. It does not replace legal advice, an official determination or the retailer’s responsibility to follow federal, state and local requirements.
Identify the exact product first
Record the complete product name, SKU or other identifier, brand, variant, package size and a link to the record used for identification. A family name is often too broad for a reliable search. Similar packaging does not establish that two items have the same status.
Use the wholesale product-record checklist to separate identity fields from changing commercial fields. Catalog presence alone does not establish authorization, legality or suitability for a particular jurisdiction.
Use primary sources for official status
For United States tobacco products, start with current FDA resources. FDA publishes information about tobacco product marketing orders, a searchable tobacco products database and retail sales requirements. Because official resources and requirements can change, save the access date and recheck before relying on an old note.
Record the jurisdiction and question
“Is this product compliant?” is too broad for a useful file. State the intended market and the specific question. Federal marketing status, minimum-age controls, flavor restrictions, licensing, tax and local sales rules may come from different authorities. A federal source does not answer every state or local question.
| Field | What to record |
|---|---|
| Exact product | Name, SKU, variant and package |
| Question | The specific status or retail requirement being checked |
| Jurisdiction | Country, state and locality where relevant |
| Primary source | Agency page or database URL |
| Evidence | Exact identifier or result, without changing its meaning |
| Dates | Source date when shown and the date accessed |
| Outcome | Verified, unresolved, escalated or do not sell |
Do not convert an absence into a conclusion
A failed search can result from spelling, variant naming or an incomplete identifier. Record “not located with the searched identifier” rather than turning that result into a broader claim. When the consequence is material, stop the decision and obtain qualified guidance or confirmation from the relevant authority.
Separate source text from internal notes
Preserve the source URL and exact identifier. Put internal interpretation in a separate field with the reviewer and date. This prevents a later reader from mistaking a staff note for agency language. Do not copy an old conclusion to another SKU merely because the brand names match.
Use a source hierarchy
Start with the agency or authority responsible for the question. Use the official database, order or guidance page when one exists. A manufacturer or distributor record may help identify the exact item, but it should not replace an official source for a government status. News reports and third-party summaries can point to an issue; return to the underlying authority before recording a conclusion.
Capture enough detail for another reviewer to repeat the search: the identifier entered, filters used, result observed and access date. A screenshot can support the file, but keep the live URL and written result because interface images are difficult to search and may omit context.
Control access and retention
Store the file where responsible staff can find the current version and distinguish it from superseded reviews. Limit editing to people who can preserve the evidence trail. Follow the business’s retention requirements for purchase and compliance records, and avoid collecting personal information that the product review does not need.
Schedule review triggers
Recheck when the intended market changes, an official source changes, the product identifier or packaging changes, or a set review date arrives. FDA also provides retail compliance and enforcement resources; retailers should use the current official material rather than an undated summary.
The MWHQ GOODS catalog can support product identification, but it is not the authoritative source for official status. Learn how our records are reviewed on the editorial policy page, and use contact to report a product-record discrepancy. Questions requiring a legal conclusion should be directed to qualified counsel or the responsible authority.
Content notes
A source-conscious method for recording exact product identity, official references, jurisdiction, review dates and unresolved questions without inferring authorization from a catalog listing.
Last reviewed:
Reviewed by: MWHQ GOODS Editorial Team