Expiry dates, batches and recalls: Soonest-expiry first, and what to do when a batch is recalled

What it is

An expired product on the shelf is a health failure and lost money. Three habits avoid it: shelve so that what is closest to expiry goes first, check dates on a calendar and not by chance, and know how to locate a batch when the authority recalls it.

The shelving rule is “first expired, first out” (FEFO) and it is different from “first in”: a new batch with a shorter date goes in front of an old batch with a longer one.

The three habits

So that none slips through:

SHELVE BY DATE: what expires first goes in front. When restocking, check the date and sort; do not stack new stock in front.
CHECK ON A CALENDAR: a regular review by zone, with a warning cut-off (for example, what expires in the next few months) that is set aside or discounted in time.
KNOW WHERE A BATCH IS: with batch and expiry recorded on arrival, a recall is solved in minutes and not in an afternoon.

At the counter

When to recommend it

Remove in time what is about to expire and return it if the supplier allows
Record every recall: date, batch and what was done
Check the medicines agency’s quality alerts regularly
Hand expired medicines over at the authorised collection points

When not to

Leave a product on the shelf until the last day
Put expired items in the ordinary bin
Assume a recall “is not for this batch” without checking the batch
Sell a recalled product “because it is only a precaution”

What to say at the counter. A recall does not wait: the only way to react in minutes is to have recorded the batch on arrival. What costs five seconds today saves an afternoon when the notice arrives.

Warnings

Important A recalled product is neither dispensed nor put back on the shelf: it is set aside and the authority’s notice is followed.
Important Expired or recalled medicines go through the authorised collection circuit; they do not go in the household bin.
Caution A recalled batch may already have gone to patients: the notice says whether they must be located.

When a batch recall arrives

Read the whole notice: product, presentation, batch and scope (all batches or only some?).
Search the shelves, stockroom and fridge for every unit of the affected batch.
Set aside and mark what matches, without mixing it with the rest.
If any unit has already been dispensed, follow what the authority’s notice says (sometimes the patient has to be located).
Handle the return or destruction as the notice indicates and note what was done.

First in versus first expired

Aspect	First in	First expired (FEFO)
Criterion	Order of arrival	Expiry date
What happens to a new batch with a short date	Waits its turn	Goes in front
Loss from expiry	Higher	Lower
When it is valid	Products with no or very long expiry	Medicines and dated products

In a pharmacy the criterion is the date, not the arrival.

Self-assessment

Three questions. When you check your answers you will see the explanation for each one.

What does FEFO mean? What arrived first leaves first The most expensive leaves first What expires first leaves first
A batch recall arrives. What is the first step? Read the whole notice and locate the batch on shelves, stockroom and fridge Wait to see if the patient complains Return all the product without looking
What do you do with an expired medicine? Put it in the household bin Sell it cheaper Hand it over through the authorised collection circuit

Training content. It does not replace the summary of product characteristics or clinical judgement.

← All pills