Batch Tracking for Candle Makers: Why It Matters and How to Do It

Last updated: January 2026

"Which candles used that wax with the weird smell?"

If you can't answer that question instantly, you need batch tracking. It's not just for big manufacturers—it protects your business, satisfies wholesale buyers, and makes quality control actually possible.

This guide covers why batch tracking matters, how to set up a simple system, and what to record for each batch.

In this guide:

• What is batch tracking and why it matters
• Setting up a batch numbering system (3 options)
• What to record for each batch (minimum + recommended)
• How long to keep records (3-7 years)
• Common batch tracking mistakes to avoid
• Free batch record template

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What Is Batch Tracking?

Batch tracking (also called lot tracking) means assigning a unique identifier to each production run and recording:

• What you made
• When you made it
• What materials you used
• How much you made
• Any notes about the batch

Example batch record:

Field	Value
Batch Number	2024-127
Date	December 15, 2024
Product	Apple Harvest 8oz Soy Candle
Quantity	24
Wax	Golden Brands 464, Lot #5847
Fragrance	Apple Harvest FO, Lot #AH-2024-09
Wick	CD-10, ordered Oct 2024
Notes	Perfect pour, no issues

If a customer has a problem with one of those candles, you can trace it back to this batch and these specific materials.

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Why Batch Tracking Matters

1. Recall Readiness

Nightmare scenario: Your fragrance supplier discovers a contaminated batch of oil. They issue a recall.

Without batch tracking:

• Which candles used that oil? 🤷
• When did you use it? 🤷
• Who bought those candles? 🤷
• You might need to recall EVERYTHING

With batch tracking:

• Check records: "That lot was used in batches 2024-098 through 2024-112"
• Only recall those specific candles
• Contact only affected customers

The difference between recalling 50 candles and 500 candles.

2. Wholesale Requirements

Professional buyers—boutiques, gift shops, hotel suppliers—often require batch/lot tracking. It's standard business practice for consumer goods.

Common wholesale requirements:

• Lot number on each product
• Ability to trace ingredients by lot
• Production date records
• Quality control documentation

No batch tracking = no wholesale accounts.

3. Quality Control

"These candles are tunneling. These aren't. What's different?"

Without batch tracking:

• "I don't know, I made them all the same way"
• Guess and hope

With batch tracking:

• Batch 2024-115: Golden Brands 464, Lot #5702
• Batch 2024-118: Golden Brands 464, Lot #5847
• Different wax lots = different performance

Now you can report the issue to your supplier with specifics.

4. Customer Complaints

Customer: "This candle smells different than the one I bought last month."

Without batch tracking:

• "Sorry, I'm not sure what happened"
• No way to investigate
• Customer loses trust

With batch tracking:

• "Let me check. That candle was from Batch 2024-102. The previous one was 2024-089. Same fragrance lot, but different wax shipment. Let me look into that."
• Professional response
• Actual investigation possible

5. Insurance and Legal Protection

If a candle causes damage (fire, injury, property damage), you need records.

Batch tracking demonstrates:

• You follow manufacturing best practices
• You can identify exactly what was in that product
• You maintain quality control
• You're a professional operation, not careless

This matters for insurance claims and liability situations.

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Setting Up a Batch Numbering System

Option 1: Date-Based (Recommended for Most Makers)

Format: YYYY-XXX or YYYYMMDD-XX

Examples:

• 2024-127 = 127th batch of 2024
• 20241215-02 = 2nd batch on December 15, 2024

Pros:

• Easy to understand
• Shows age at a glance
• Sorts chronologically
• Simple to implement

Option 2: Product-Based

Format: PRODUCT-YYYY-XXX

Examples:

• APL8-2024-015 = Apple Harvest 8oz, 15th batch of 2024
• PSP16-2024-008 = Pumpkin Spice 16oz, 8th batch of 2024

Pros:

• Identifies product without looking up records
• Good if you make many product types

Cons:

• Longer numbers
• More complex

Option 3: Sequential Only

Format: XXXXX

Examples:

• 00127 = 127th batch ever
• 02847 = 2,847th batch ever

Pros:

• Simplest format
• Never resets

Cons:

• No date information in the number
• Harder to estimate when batch was made

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What to Record for Each Batch

Minimum Records (Non-Negotiable)

Field	What to Record
Batch number	Your unique identifier
Date	Production date
Product	What you made
Quantity	How many units
Wax	Type and supplier lot number
Fragrance	Name and supplier lot number
Wick	Type and order date/lot

Recommended Additional Records

Field	What to Record
Container lot	If tracking (especially for glass)
Pour temperature	Wax temp at pour
Room temperature	Ambient conditions
Cure start date	When curing began (soy wax needs 1-2 weeks)
QC passed date	When you approved for sale
Notes	Anything unusual

For Wholesale/GMP Compliance

Field	What to Record
Equipment used	Pouring pitcher ID, scale ID
Operator	Who made the batch
Weight verification	Confirmed fill weights
Visual inspection	Pass/fail, any issues
Signature/initials	Who approved the batch

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Where to Track Batches

Paper Logbook

A dedicated notebook for production records.

Pros:

• Simple, no tech required
• Always works
• Physical backup

Cons:

• Not searchable
• Can be lost or damaged
• Hard to analyze patterns

Best for: Very small operations, backup records

Spreadsheet

Google Sheets or Excel with one row per batch.

Pros:

• Free
• Searchable
• Can filter and sort
• Backup to cloud

Cons:

• Manual entry
• No material linkage
• Gets unwieldy at scale

Best for: Small to medium operations, tight budget

Inventory/Manufacturing Software

Dedicated tools like Craftybase, Inventora, or PetalMade.

Pros:

• Links batches to materials automatically
• Connects to sales (which customer got which batch)
• Generates reports
• Integrates with other systems

Cons:

• Monthly cost
• Learning curve
• Dependent on software

Best for: Growing businesses, wholesale, serious quality control

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How Long to Keep Batch Records

Minimum Retention

At least 3 years for all batch records.

Why 3 years:

• Typical statute of limitations for product liability in many states (ranges from 1-4 years by state)
• IRS tax documentation requirements (3 years minimum, up to 7 for certain situations)
• Customer might reference old purchase

Recommended Retention

5-7 years or indefinitely for digital records.

Storage costs for digital records are essentially zero. Paper takes space but is reliable. When in doubt, keep records for 7 years—it covers most legal and tax requirements.

What Triggers Longer Retention

• Any customer complaint → Keep those batch records longer
• Any quality issue → Keep records of investigation
• Any insurance claim → Keep forever
• Wholesale accounts → Ask about their requirements

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Batch Tracking Workflow

Step 1: Before Production

Gather all materials and note lot numbers:

• Wax: Check bag label
• Fragrance: Check bottle
• Wicks: Note order date or lot if available
• Containers: Note if you're tracking

Step 2: Assign Batch Number

Before you start pouring, create the batch record with your next sequential number.

Step 3: During Production

Note anything unusual:

• Wax behaving differently
• Fragrance color variation
• Room temperature extremes
• Equipment issues

Step 4: After Production

Complete the record:

• Final quantity made
• Any units discarded (and why)
• Cure start date
• Notes on appearance

Step 5: Quality Control

After curing:

• Visual inspection
• Burn test (sample from batch)
• Approval for sale
• QC date and initials

Step 6: Link to Sales

When sold, record which batch went to which order (if your system supports this).

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Batch Tracking for Multi-Product Candles

If you make candles AND wax melts AND diffusers, track batches for all products:

Batch	Product Type	Notes
2024-127	Candle 8oz	Apple Harvest
2024-128	Wax Melts	Apple Harvest (same FO lot as 127)
2024-129	Diffuser	Lavender Fields

The batch numbers are sequential across all products. This keeps things simple and chronological.

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Common Batch Tracking Mistakes

Mistake 1: Not Tracking Supplier Lot Numbers

You track YOUR batch numbers but not what lot of wax or fragrance you used.

Problem: You can't trace quality issues back to suppliers.

Fix: Record supplier lot numbers for wax and fragrance at minimum.

Mistake 2: Inconsistent Numbering

"Sometimes I use dates, sometimes just numbers, sometimes I forget..."

Problem: Records become unsearchable and unreliable.

Fix: Pick one system and use it every single time.

Mistake 3: Recording After the Fact

"I'll write it down later." You won't.

Problem: Missing records, inaccurate details.

Fix: Create the batch record BEFORE you start production.

Mistake 4: Not Linking Batches to Sales

You know what you made. You don't know who bought which batch.

Problem: If there's a recall, you can't contact affected customers.

Fix: Track batch numbers on orders (even manually).

Mistake 5: Only Tracking When Required

"I only started tracking batches for that wholesale account."

Problem: Your Etsy candles from last month have no records.

Fix: Track everything, always. It's the same effort.

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Simple Batch Record Template

Copy this for your spreadsheet:

| Batch # | Date | Product | Qty | Wax Type | Wax Lot | Fragrance | FO Lot | Wick | Pour Temp | Notes | QC Date | QC Pass |

Example row:

| 2024-127 | 12/15/24 | Apple Harvest 8oz | 24 | GB 464 | 5847 | Apple Harvest | AH-2024-09 | CD-10 | 135°F | Perfect pour | 12/29/24 | Y |

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Key Takeaways

1. Batch tracking = traceability — know exactly what went into each product
2. Required for wholesale — professional buyers expect it
3. Essential for recalls — protect yourself from liability
4. Quality control depends on it — can't fix what you can't track
5. Keep records 3-7 years — or indefinitely for digital
6. Record supplier lot numbers — not just your batch numbers
7. Create records BEFORE production — not after

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Frequently Asked Questions

What is a batch number for candles?

A batch number (or lot number) is a unique identifier assigned to each production run of candles. It lets you trace exactly which materials went into a specific group of candles, when they were made, and who bought them—essential for quality control, recalls, and wholesale requirements.

Do I legally need batch tracking for candles?

There's no federal law requiring batch tracking for candles. However, wholesale buyers typically require it, product liability insurance expects it, and it's essential for quality control. If a recall happens, batch tracking limits your exposure to specific affected products rather than your entire inventory.

How long should I keep candle batch records?

Keep records for at least 3-7 years. Three years covers most product liability statutes of limitations and IRS requirements. For digital records, keep them indefinitely—storage is essentially free. Any batch with a customer complaint, quality issue, or insurance claim should be kept forever.

What's the best batch number format for candles?

Date-based formats like YYYY-XXX (e.g., 2025-127) are most popular because they show age at a glance and sort chronologically. For high-volume makers, YYYYMMDD-XX (e.g., 20251215-02) provides more specificity.

Should I track supplier lot numbers too?

Yes—this is the step most candle makers skip and regret. When a supplier has a quality issue (bad wax batch, contaminated fragrance), tracking their lot numbers lets you identify exactly which of your batches are affected. Without it, you might need to recall everything made with that ingredient.

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Stop Tracking Batches in Notebooks

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