How to Label and Track Batches of Handmade Products

A batch code printed on your label is the fastest way to track which batch a customer bought, when you made it, and what variant it is. You do not need software or a system that talks to anything else. You need a format you can write down in a notebook and print on the label itself.

Why batch tracking matters

When a customer emails to say their soap is softer than the last one, or a candle didn't hold scent the way they expected, a batch code tells you exactly which run they bought. You can check your notes, see what you changed that week, and answer them honestly. If you made three batches of lavender on the same day but used different suppliers for the fragrance oil, the batch code tells you which one they have.

Batch codes also protect you. If a retailer reports a problem with a product, you can pull every jar with that batch number and check them. You can see whether the issue was a one-time mistake or a pattern in your process. You can tell a customer "we made that batch on March 14th, and we've since switched suppliers for the essential oil" instead of guessing.

For your own record-keeping, a batch code is the thread that ties the label to your notes. You write "Batch 031524 - Honey Oat - used new supplier for oat extract" in a notebook or a spreadsheet, and that code lives on every jar. You do not need to remember; you look it up.

Simple batch code formats

The format should be easy to write, easy to read, and hard to confuse. Here are five that work:

Date-only format: MMDDYY

The simplest option. 031524 means March 15, 2024. If you make only one batch of a product per day, this alone is enough. The downside: if you make two batches of lavender on the same day, you have no way to tell them apart on the label.

Date plus sequence: MMDDYY-01

March 15, 2024, first batch. March 15, 2024, second batch is 031524-02. This works well if you make multiple batches of the same product on the same day. The number is small and fits easily on a label.

Batch number plus date: B-032024-LV

B-032024-LV means Batch, March 2024, Lavender. This format groups all your March lavender batches together and makes the variant visible at a glance. If you track batches in a spreadsheet, you can sort by the batch number and see your lavender production over time.

Seasonal or collection format: Spring2024-HO-01

Spring 2024, Honey Oat, batch 01. This works well if you release seasonal collections or limited runs. A customer who buys "Spring 2024 - Honey Oat" sees that it is part of a collection, and you can track how many batches you made of that variant.

Scent or flavor plus date: Lavender-031524

Lavender, March 15, 2024. This puts the product variant first, which is useful if your label already has room for the scent name and you want the batch code to reinforce it. The downside is that it is harder to sort by date if you keep records in a spreadsheet.

What to include in your batch notes

Write down the batch code, the date you made it, the scent or flavor, and anything that changed from your standard recipe: a new supplier, a different fragrance concentration, a test of a new technique, or a note about how it turned out. You do not need a database. A spreadsheet with five columns works. A notebook works. The goal is to be able to look up a batch code and remember what you did.

If you sell wholesale or ship to customers who might ask questions, also note the expected shelf life or best-by date. If you made Batch 031524 on March 15 and it has a four-month shelf life, you know the best-by date is July 15. When a customer asks "how long will this last," you can tell them exactly.

Where to print the batch code

The batch code goes on the product label itself, not on a separate sticker. Print it small but legible—8-point or 10-point type is standard—in a corner or along the bottom edge where it does not compete with your product name or ingredient list. If you use a handwriting-style script for your labels, the batch code can be in the same font, which keeps the look consistent and handmade.

If your labels are kiss-cut (cut to the shape of the label but still on the sheet), you can print the batch code on every label in a run. If you print in bulk and apply labels by hand, you can print the batch code on a separate small label or tag and apply it to each jar—though this adds a step. Most makers print the batch code directly on the main label and change it for each batch run.

Keeping records without software

You do not need a CRM or inventory software. A spreadsheet with columns for batch code, date made, product name, variant, notes, and best-by date is enough. Sort by date or by product name depending on what you need to find. When a customer asks a question, search for the batch code in the spreadsheet and you have your answer.

If you sell through Etsy or another platform, you can note the batch code in your order notes or in a separate spreadsheet that you match to orders by date. When you pack an order, write down which batch code you used. If a customer comes back with a question, you have a record of what they bought.

The goal is not perfection. The goal is to be able to answer "what batch is this" and "what was different about that batch" without guessing. A batch code and a notebook get you there.