Person in charge of cosmetics

by: Chemicals Consulting In COSMETICS

Ultimo aggiornamento 16 June 2026

Responsible Person for Cosmetics: Obligations, PIF, CPNP Notification, and Labels.

When a product is placed on the European market, the person responsible for cosmetics is a mandatory and central figure in ensuring the product’s compliance. In fact, it is not enough to have an effective formula, attractive packaging, and a good marketing strategy: to sell cosmetics in the EU, you need regulatory oversight covering essential aspects such as cosmetic PIFs, CPNP notifications, cosmetic labeling, and product safety.

For companies that manufacture, import, or market cosmetics, understanding the role of the person responsible for cosmetics is essential to avoiding errors, delays, and the risk of non-compliance.

In this article, we’ll explore who the Responsible Person is, when their appointment is mandatory, what their responsibilities are, and how Chemicals Consulting can support companies with a dedicated technical and regulatory service.

Who is the responsible person in the cosmetics industry?

Under Regulation (EC) No. 1223/2009, every cosmetic product placed on the market in the European Union must have a Responsible Person. This is a natural or legal person established in the European Union, responsible for ensuring that the cosmetic product complies with all applicable regulatory requirements.

The person responsible for cosmetics serves as the point of contact for the relevant authorities and assumes regulatory obligations both before and after the product is placed on the market. This role is not merely a formality: the person oversees technical documentation, safety, cosmetic notifications, the review of cosmetic labels, and ongoing compliance management.

The appointment of a Responsible Person is mandatory for every cosmetic product placed on the EU market. Depending on the business model, this role may be filled by different individuals.

The following may serve as the Responsible Person for cosmetics:

  • the manufacturer, if established in the EU and marketing the product under its own name or brand;
  • the importer, in the case of cosmetics originating from non-EU countries;
  • a third party formally authorized by written power of attorney.

This means that many companies must carefully consider who will serve as the person responsible for cosmetics, because this is not merely a formal designation on paper, but a role involving ongoing obligations and specific responsibilities.

What are the responsibilities of the person in charge of cosmetics?

The role of the person responsible for cosmetics involves specific responsibilities related to safety, documentation, cosmetic safety profiles, CPNP notifications, composition, cosmetic labeling, and post-market surveillance.

1. Verification of the safety of the cosmetic product

Before a product is placed on the market, the Responsible Person must ensure that a safety assessment has been conducted by a qualified assessor.

This step is essential because it demonstrates that the cosmetic product is safe for human health under the intended or reasonably foreseeable conditions of use.

2. Cosmetics PIF: Preparation and Maintenance of the File

A complete and up-to-date Product Information File (PIF) must be available for each product. The cosmetics PIF is one of the key elements of compliance and must be made available to the competent authorities.

The PIF includes, among other things:

  • the product description;
  • the safety assessment;
  • the manufacturing method;
  • a statement of compliance with good manufacturing practices;
  • evidence supporting the claims;
  • the other information required by cosmetics regulations.

The Responsible Person must ensure that the Cosmetics Product Information File exists, is consistent with the product, and is kept up to date.

3. CPNP Notification: Who Submits It and When

Before being placed on the market, the cosmetic product must be notified to the CPNP ( Cosmetic Products Notification Portal).

The CPNP notification is one of the essential requirements for placing a product on the European market. The Responsible Person must verify that the CPNP notification has been submitted correctly and that the information entered into the portal is consistent with the product, the PIF, and the available technical documentation.

Properly managing the CPNP notification is essential to avoid regulatory issues and discrepancies between the product, label, and documentation.

4. Verification of the cosmetic’s ingredients

One of the key responsibilities of the person in charge of cosmetics is to review the formula.

The Responsible Person must ensure that the product:

  • does not contain any prohibited substances;
  • comply with the restrictions set forth in the regulations;
  • use colorants, preservatives, and UV filters only if permitted and in accordance with the established conditions;
  • is consistent with the applicable specific requirements.

This task requires a technical analysis of the formulation and a detailed review of the annexes to the Cosmetics Regulation.

5. Cosmetic labels and claims: what the Responsible Person must verify

The Responsible Person must verify that cosmetic labels comply with applicable requirements and that the claims made are supported by adequate evidence.

The inspection of cosmetic labels includes, for example:

  • the inclusion of required information on the label;
  • the proper functioning of the product;
  • the presence of the required warnings;
  • consistency between product claims, technical documentation, and the product’s actual characteristics.

Careful review of cosmetic labels is essential to reduce the risk of disputes, non-compliance, or misleading information provided to consumers.

6. Verification of GMP Compliance

The Responsible Person must ensure that the product is manufactured in accordance with Good Manufacturing Practices (GMP), that is, in accordance with standards designed to ensure quality and safety.

This does not necessarily mean manufacturing in-house, but rather ensuring that the manufacturing process is managed in compliance with regulations and properly documented.

7. Cosmetovigilance and Management of Adverse Effects

The obligations of the person responsible for cosmetics do not end with the product’s placement on the market.

Once the product is on the market, the Responsible Person must monitor any adverse events reported by consumers or healthcare professionals. In the event of serious adverse events, the Responsible Person must notify the competent authorities within the prescribed timeframes and assist in the implementation of any corrective actions.

Cosmetovigilance is therefore an essential part of cosmetic compliance, especially for companies that want to monitor the market in a serious and structured manner.

Why the person in charge is a key figure

The person responsible for cosmetics plays a strategic role for companies seeking to sell their products on the European market.

This role helps reduce the risk of non-compliance, prevent documentation and commercial errors, and ensure closer oversight of the market launch phase. At the same time, it allows for more organized management of any critical issues and helps strengthen the company’s credibility with customers, distributors, and regulatory authorities. In this sense, the person responsible for cosmetics safeguards not only product compliance but also the brand’s value and the company’s reputation.

When is it best to rely on external support?

For many companies, handling all the responsibilities of the Responsible Person in-house is no easy task.

This often happens when:

  • cosmetics are imported from non-EU countries;
  • there is no formal regulatory department;
  • there are many items to manage;
  • Continuous monitoring of cosmetic PIFs, CPNP notifications, and cosmetic labels is required;
  • We are looking for a technical contact person capable of coordinating documentation, notifications, and regulatory updates.

In these cases, working with an experienced partner helps minimize errors, streamline processes, and manage cosmetic compliance with greater peace of mind.

Cosmetics Product Manager Service: How Chemicals Consulting Supports You

At Chemicals Consulting, we support companies in the cosmetics industry in managing their regulatory obligations through a technical, practical, and business-oriented approach.

Our Responsible Person service for cosmetics can include all the activities necessary to ensure that the product complies with regulations and is properly managed from a regulatory standpoint.

We conduct a regulatory compliance analysis: we review the available documentation, the product composition, the regulatory framework, and the essential requirements for market authorization.

We provide support in preparing and managing the Cosmetics Product Information File (PIF): We help companies structure, compile, organize, and keep the Cosmetics PIF up to date, ensuring it complies with regulatory requirements and is ready in the event of an audit.

Support with CPNP notifications: We assist companies with the CPNP notification process for cosmetics, ensuring that the data submitted is complete, accurate, and consistent with the technical dossier.

Review of Cosmetic Labels and Claims: We analyze cosmetic labels and claims to reduce the risk of disputes and strengthen the product’s regulatory compliance.

Regulatory Monitoring: We track regulatory updates that may affect cosmetic products and assist companies in updating their documentation, labels, and product information.

Post-marketing support: In the event of reports or critical issues, we assist the company in managing regulatory and documentation matters, including the necessary assessments and any required communications.

Why Choose Chemicals Consulting

Choosing a regulatory partner means choosing not only solid technical expertise, but also a proven approach, vision, and reliability.

With Chemicals Consulting, you can count on:

  • experience in regulatory consulting for chemicals and cosmetics;
  • a practical, solution-oriented approach;
  • focus on compliance and the strategic value of the product;
  • customized support tailored to the company’s structure and objectives.

Our goal is to enable businesses to focus on development, innovation, and growth, knowing that they have a reliable partner to ensure compliance with cosmetic regulations.

Conclusions

The Cosmetics Responsible Person is a mandatory and key role in the marketing of products within the European Union. Their responsibilities include safety, documentation, cosmetic PIFs, CPNP notifications, cosmetic labeling, composition, GMP, and post-marketing surveillance.

A superficial approach to these obligations can expose the company to technical, commercial, and reputational risks. Managing them systematically, on the other hand, means laying a solid foundation for bringing the product to market safely and in compliance with regulations.

If you’re considering how to designate a Responsible Person for your cosmetics, or if you need assistance with PIFs, CPNP notifications, and cosmetic labels, Chemicals Consulting can help.

Contact us to find out how to structure the support that best suits your products and your target market.