Labeling and Compliance Basics for Local Sales

Good labeling is both a sales tool and a safety tool: it tells the buyer what they are getting, how much they are getting, who made it, and how to identify the specific batch if there is a quality issue. For local sales, you can keep labels simple while still meeting the basics of identification and traceability.

1) Essential label elements (the “must-have” checklist)

Use this section as a practical checklist. If you can answer these four items clearly on every unit you sell, you are covering the core “who/what/how much/which batch” needs for most local direct-to-consumer situations.

A. Product name (clear identity)

• Write what it is: “Fresh Basil,” “Raw Honey,” “Tomato Sauce,” “Dried Mango Slices.”
• Match the form: If it’s dried, frozen, smoked, roasted, ground, or fermented, say so.
• Avoid confusing names: If you use a brand name, still include a plain product name.

B. Net quantity (how much is inside)

• Use weight or volume depending on the product: grams/kilograms for solids; milliliters/liters for liquids.
• Be consistent across batches so customers can compare and you can pack faster.
• Place it where it’s easy to see (front or near the bottom of the label).

Example formats: Net Wt. 250 g or Net Vol. 500 ml

C. Producer contact (who to reach)

• Producer or farm name.
• At least one reliable contact method: phone number, WhatsApp number, or email.
• Location: village/town and region (or a full address if you use deliveries/couriers).

This is not just “marketing.” It helps customers trust you and helps you resolve issues quickly.

D. Lot/date code (which batch is it?)

A lot code is a short identifier that links the item in the customer’s hand to your production notes. It does not need to be complicated.

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• Make it short so you can write or stamp it fast.
• Make it unique per batch/day.
• Put it on every unit (not only on the carton).

Simple lot code options:

• 2026-01-19 (date-only; good for small daily batches)
• HB-20260119-A (product initials + date + batch letter)
• SALSA-0119-1 (product + month/day + batch number)

Quick “Essential Label” checklist (print and keep near packing table)

• Product name is clear and matches the form (fresh/dried/etc.).
• Net quantity is stated (g/kg or ml/L) and matches what’s packed.
• Producer name + at least one contact method is included.
• Lot/date code is present and readable on every unit.

2) Optional trust-builders (add only what you can do consistently)

Optional items can increase confidence and reduce complaints, but only include them if you can keep them accurate for every batch.

A. Harvest/production date

• Fresh produce: “Harvested: 19 Jan 2026” can be a strong trust signal.
• Processed items: “Made on: 19 Jan 2026” helps customers understand freshness.

B. Storage tips (reduce spoilage and refunds)

• Keep it short and practical: “Keep refrigerated,” “Store in a cool dry place,” “Keep sealed after opening.”
• If sunlight or moisture is a risk, say so plainly.

C. Simple usage ideas (help customers buy again)

• One line is enough: “Use in tea,” “Great for stews,” “Add to porridge,” “Blend into smoothies.”
• Choose ideas that match how local customers cook.

Optional add-ons checklist

• Harvest/made date (only if accurate and consistently recorded).
• Storage tip (one short line).
• Usage idea (one short line).

3) Claims to avoid unless verified (keep trust; avoid trouble)

Claims can help sales, but unverified claims can damage trust and may create compliance issues. A safe rule: if you cannot prove it, do not print it.

A. “Organic” and similar production claims

Avoid printing “organic,” “certified organic,” “pesticide-free,” “chemical-free,” “GMO-free” unless you have a verification method you can explain and document (for example, recognized certification, audited program, or clear test results where applicable). If you farm with careful practices but are not certified, use neutral wording that does not imply certification.

• Avoid: “Certified Organic” (unless certified)
• Safer: “Grown using compost” or “No synthetic pesticide applied during this crop cycle” (only if you truly follow it and record it)

B. Therapeutic/medical claims

Avoid health promises like “cures,” “treats,” “heals,” “prevents disease,” “lowers blood pressure,” “controls diabetes,” “burns fat” unless you have formal approval and evidence. These are high-risk claims.

• Avoid: “Cures ulcers”
• Safer: “Traditionally used in herbal tea” (still be cautious; keep it cultural/culinary, not medical)

C. Strength/superlative claims you can’t measure

• Avoid: “Best,” “Number 1,” “Highest protein,” “Longest-lasting” unless you can prove it.
• Safer: “Small-batch,” “Hand-packed,” “From our farm” (only if true).

Claims safety checklist

• Can I prove this claim with records or certification?
• Would I be comfortable explaining it to a customer in one minute?
• Does the claim sound like a medical promise? If yes, remove it.

4) Traceability basics (batch codes linked to a notebook entry)

Traceability means you can track a sold item back to the day and conditions it was produced. For small local businesses, a simple notebook (paper or phone notes) is enough if you do it consistently.

What to record for each batch (minimum viable traceability)

• Lot/batch code (must match the label).
• Date produced/packed.
• Input/source notes: field/plot, supplier, or harvest area; key ingredients if processed.
• Quantity produced: number of units or total weight.
• Packaging used: container type/size (helps if a packaging issue occurs).
• Quality notes: anything unusual (rainy harvest, delayed cooling, very ripe fruit).
• Where it was sold: market name, shop, delivery route, or customer group.

How the system works (step-by-step)

1. Create a lot code before you start packing (so it goes on every unit).
2. Write the lot code on the label (stamp, marker, or printed).
3. Open your batch notebook and create one entry with the same lot code as the title.
4. Record the minimum details (date, source/plot, quantity, notes, sales outlet).
5. If a customer reports a problem, ask for the lot code, then check your notebook entry to identify what happened and which other units might be affected.

Batch notebook template (copy this)

LOT CODE: ____________________________  DATE: ________________  PRODUCT: ____________________
SOURCE (plot/supplier): ______________________________________
KEY INPUTS/INGREDIENTS (if any): _____________________________
QUANTITY PRODUCED: ___________________________________________
PACKAGING TYPE/SIZE: _________________________________________
STORAGE/TRANSPORT NOTES: _____________________________________
QUALITY NOTES (anything unusual): ____________________________
SOLD AT / TO (market/shop/customers): ________________________

Label draft exercise: build a simple label + traceability line

This exercise gives you a ready-to-use layout. You can handwrite it on stickers, print it, or stamp parts of it.

Step 1: Choose one product and one pack size

Pick a single item you sell locally (example: dried chili, honey, fresh spinach). Decide the standard pack size you will label (example: 250 g).

Step 2: Draft a simple label layout (front + back in one block)

Use this layout as a template. Replace the bracketed text with your details.

Step 3: Create your lot code rule (so you don’t invent a new style each time)

Pick one rule and stick to it. Example rule:

• Rule: [PRODUCT INITIALS]-[YYYYMMDD]-[BATCH LETTER]
• Example: HN-20260119-A (HN = honey, made/packed 19 Jan 2026, first batch)

Step 4: Write the traceability line that connects label to notes

Add a single line to your notebook entry that mirrors what’s on the label. This makes it easy to verify you labeled correctly.

Traceability line format:

LOT [LOT CODE] on label = Notebook entry “LOT [LOT CODE]” (date, source, quantity, packaging, sales outlet)

Filled example:

LOT HN-20260119-A on label = Notebook entry “LOT HN-20260119-A” (packed 2026-01-19; apiary #2; 48 jars x 250 g; glass jar 250 g; sold at Riverside Market)

Step 5: Do a 60-second label check before selling

• Is the product name clear?
• Is net quantity present and correct?
• Is contact info readable?
• Is the lot code on every unit?
• Does the lot code exactly match the notebook entry title?