How to Get a CPSR: A Step-by-Step Process
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Obtaining a cosmetic product safety report is more straightforward than many brands expect but only if you approach it in the right order and with the right information ready. This guide sets out the process step by step, from finalising your formula to receiving the assessor's signed report, so you know exactly what to prepare and what to expect.
If you first want to understand what the report is, start with our pillar on what a CPSR is. This article is the practical how-to.
Step 1: Finalise your formulation
The cosmetic safety assessment is tied to a specific formula, so the first step is to lock down your formulation. This means a complete, precise recipe with every ingredient identified by its INCI names and its exact percentage, adding up to 100% the quantitative and qualitative composition the assessor will work from. Assessing a moving target is not possible; changes after the assessment begins mean revisiting the work. Finalising the formula first saves time and cost.
At this stage it is worth doing an early sense-check of your ingredients against the regulatory annexes prohibited, restricted, preservative and colourant lists because discovering a non-compliant ingredient after assessment forces a reformulation. A good assessor will flag such issues, but starting from a broadly compliant formula makes everything smoother.
Step 2: Gather your ingredient documentation
The assessor needs supporting documentation for your raw materials. For each ingredient this typically includes the specification sheet, safety data sheet (SDS), fragrance allergens and IFRA information for fragrances, and, where relevant, evidence such as a certificate of analysis or confirmation of compliance with the relevant purity criteria. Colourants, preservatives and UV filters need to be shown to be permitted and within limits.
Gathering this from your suppliers is often the most time-consuming part of the whole process, so it is worth starting early. Reputable cosmetic ingredient suppliers provide this documentation readily; if a supplier cannot, that itself is a warning sign. The completeness of this data directly affects how quickly the assessment can proceed.
Step 3: Complete the necessary testing
Depending on the product, certain tests underpin the assessment. Water-containing products generally need a preservative efficacy (challenge test) and microbiological quality testing; most products benefit from a stability test to establish shelf life; and some products may require additional data such as pH measurement or specific safety testing. Anhydrous products (oils, balms) typically need less, but stability still matters.
The assessor advises what is needed for your specific product there is no fixed universal test list. Building the required testing into your timeline is important, as some tests take weeks to complete. Skipping necessary testing is a common reason assessments stall or conclusions cannot be reached.
Step 4: Provide product and use information
Beyond the formula and ingredient data, the assessor needs to understand the product in context: how it is used, how much and how often, on which part of the body, by whom (including whether children might use it), and how it is packaged covering packaging material and the product's normal and reasonably foreseeable use. This information drives the exposure to the cosmetic product a central part of the evaluation, since safety depends heavily on how much of each substance reaches the body, and the resulting systemic exposure.
You will also provide the intended label, including claims and warnings, and details of the manufacturing arrangements. The more accurately you describe the real-world use of the product, the more precise and useful the assessment will be.
Step 5: The assessor evaluates the product
With the information in hand, the qualified safety assessor carries out the evaluation. They compile the Part A safety information, then perform the Part B assessment checking every ingredient against its regulatory limits, calculating exposure to the cosmetic, weighing the toxicological data and each substance's toxicological profile, reviewing stability and microbiological results, and considering the product as a whole in its foreseeable use.
During this stage the assessor may come back with queries or request additional data or minor reformulation for example if an ingredient sits above its permitted level or a required test is missing. This back-and-forth is normal and is a sign the assessment is being done properly, not a setback.
Step 6: Receive the CPSR and required warnings
The output is the completed, signed CPSR Parts A and B together with any mandatory labelled warnings and instructions the safety assessor has determined the product needs. These labelled warnings must then appear on your label. The report concludes whether the product is safe, and under what conditions, supported by the assessor's margin of safety (MOS) calculations for each substance. Our Part B guide explains how the assessor reaches that conclusion, including how margin of safety is calculated.
At this point you have the safety core of your compliance documentation. It is essential to implement any required warnings and to keep the report on file, because a CPSR whose warnings are ignored on the label is not doing its job.
Step 7: Complete the wider compliance steps
The CPSR is the foundation, but a few steps remain before you can sell. You must compile the full Product Information File around the CPSR, ensure a Responsible Person is in place, notify the product (SCPN for Great Britain, CPNP for the EU), and finalise compliant labelling. Only once these are done is the product ready for legal sale.
Sequencing these correctly avoids delays. The CPSR and the label depend on each other (the warnings), and notification requires product details, so it pays to run these steps in a coordinated way rather than in isolation.
How long it takes
Timelines vary. The assessment itself can often be completed in a matter of days to a couple of weeks once everything is in hand. The longer variables are usually the preparation gathering supplier documentation and completing testing which can take several weeks, especially stability testing. A realistic end-to-end timeline is therefore weeks rather than days, driven mostly by testing and data collection.
The single biggest way to shorten the process is to prepare thoroughly before the assessment begins: a finalised formula, complete ingredient documentation, and completed testing let the assessor work without waiting. Rushing in with gaps almost always causes more delay than starting well-prepared.
Common reasons the process stalls
Most delays in obtaining a CPSR trace back to a handful of avoidable issues. The most frequent is incomplete ingredient documentation missing specifications, safety data sheets or allergen information that the assessor needs before proceeding. Chasing suppliers for this mid-assessment is a common bottleneck, which is why gathering it early is so valuable.
The second frequent cause is missing or incomplete testing beginning an assessment before stability or challenge testing is done, only for the assessor to find they cannot conclude without it. The third is a non-compliant ingredient discovered during assessment, forcing a reformulation and effectively restarting parts of the process. And the fourth is a formula that keeps changing, since every change means revisiting work already done.
The common thread is preparation. A finalised formula, complete supplier documentation and completed testing let the safety assessment run smoothly; gaps in any of these are where time is lost. Front-loading this preparation is the single most effective way to keep the process on track.
The CPSR process at a glance
| Step | What it involves |
|---|---|
| 1. Finalise formula | Complete INCI formula with exact percentages |
| 2. Ingredient docs | Specs, SDS, allergen/IFRA, compliance evidence |
| 3. Testing | Stability, challenge test, microbiology as needed |
| 4. Use information | Exposure, use pattern, packaging, label, claims |
| 5. Assessment | Assessor evaluates and may raise queries |
| 6. Signed CPSR | Parts A & B plus required warnings |
| 7. Wider steps | PIF, Responsible Person, notification, labelling |
Ready to start?
Spectra guides you through each step telling you exactly what data and testing you need and produces a robust CPSR for the UK and EU markets.
Frequently asked questions
What do I need to provide to get a CPSR?
A finalised INCI formula with exact percentages, ingredient documentation (specs, SDS, allergen/IFRA data, compliance evidence), any required testing, and product information covering use, exposure, packaging, labelling and claims.
Do I need to finalise my formula first?
Yes. The assessment is tied to a specific formula, so it must be locked down before assessment begins. Changing it afterwards means revisiting the work, adding time and cost.
What testing is required for a CPSR?
It depends on the product. Water-containing products generally need challenge and microbiological testing; most benefit from stability testing. The assessor advises what your specific product requires there is no fixed universal list.
How long does it take to get a CPSR?
The assessment itself often takes days to a couple of weeks, but preparation gathering supplier documentation and completing testing usually takes several weeks. Preparing thoroughly first is the best way to shorten the process.
Can the assessor ask me to change my formula?
Yes. If an ingredient exceeds its permitted level or data is missing, the assessor may request reformulation or more information. This is normal and shows the assessment is being done properly.
What do I get at the end?
A completed, signed CPSR (Parts A and B) with any mandatory warnings or label instructions, concluding whether the product is safe and under what conditions. You then complete the PIF, notification and labelling.
Can one CPSR cover several products?
Closely related variants on the same base formula can sometimes be grouped, but generally each distinct product needs its own assessment. The assessor decides what can reasonably be assessed together.
What most often delays a CPSR?
Incomplete ingredient documentation, missing or unfinished testing, a non-compliant ingredient discovered during assessment, or a formula that keeps changing. Preparing all of these before the assessment begins is the best way to avoid delay.
References: Regulation (EC) No 1223/2009, Article 10 and Annex I (EUR-Lex); UK Cosmetics Regulation as retained; ISO 11930 (challenge testing); OPSS guidance. General information only, not legal advice.