Master Formula Record: Meaning, Contents and Procedure to Prepare an MFR, MMR or MPR
Consistency is one of the most important requirements in pharmaceutical manufacturing.
Every batch of a product should be manufactured using the same approved:
- Formula
- Raw materials
- Equipment
- Processing sequence
- In-process controls
- Yield limits
- Packaging instructions
- Storage conditions
A Master Formula Record provides the approved manufacturing instructions required to maintain this consistency.
It acts as the standard manufacturing document from which the batch-specific manufacturing and packaging records are prepared.
Quick Answer
A Master Formula Record, or MFR, is an approved and controlled document containing the complete formula and step-by-step instructions for manufacturing and packing a defined product and batch size.
It normally includes:
- Product details
- Batch size
- Complete composition
- Material specifications
- Equipment requirements
- Processing instructions
- In-process controls
- Expected yields
- Hold times
- Packaging instructions
- Storage conditions
- Safety precautions
- Approval and revision history
The MFR is the standard instruction. The Batch Manufacturing Record is the completed evidence showing what actually happened during the manufacture of one particular batch.
What Is a Master Formula Record?
A Master Formula Record can be defined as:
An authorized document containing the approved formula, materials, equipment, manufacturing instructions, in-process controls, yield limits, packaging requirements and precautions necessary to manufacture a specific product at a specified batch size.
It is also referred to in different companies as:
- Master Formula
- Master Manufacturing Record
- Master Production Record
- Manufacturing Master Formula
- Master Processing Instructions
- Master Batch Manufacturing Record
These terms are sometimes used interchangeably, but their exact meaning should be defined in the company’s documentation SOP.
Are MFR, MMR and MPR the Same?
The terms are closely related, but they are not automatically identical in every company.
Master Formula Record – MFR
The MFR normally focuses on:
- Product formula
- Manufacturing instructions
- Material quantities
- Processing parameters
- In-process checks
- Expected yields
- Packaging requirements
Master Manufacturing Record – MMR
MMR is often used as another name for the approved manufacturing master.
In some companies, it may include both:
- Manufacturing instructions
- Packaging instructions
In other companies, the packaging instructions are controlled separately.
Master Production Record – MPR
MPR is another term used for the authorized master document from which batch production records are generated.
Some quality systems use MPR as a broader document covering:
- Manufacturing
- Processing
- Packaging
- Testing references
- Recordkeeping instructions
Important Documentation Rule
A company should not use MFR, MMR and MPR randomly.
Its SOP should clearly define:
- What each abbreviation means
- Which document is considered the official master
- Who prepares it
- Who reviews it
- Who approves it
- How controlled copies are issued
- How revisions are managed
Why Is a Master Formula Record Important?
An MFR helps ensure that:
- Every batch follows the approved process.
- Material quantities are calculated correctly.
- Operators perform the steps in the correct order.
- Critical parameters remain controlled.
- In-process tests are performed at the correct stage.
- Expected yield is monitored.
- Deviations can be identified.
- New employees receive standardized instructions.
- Batch records are prepared consistently.
- Product quality remains reproducible.
- Manufacturing activities are traceable.
Without an approved master formula, different operators may manufacture the same product differently.
This can result in:
- Batch-to-batch variation
- Weight variation
- Assay failure
- Dissolution failure
- Stability problems
- Microbial contamination
- Incorrect yield
- Packaging errors
- Regulatory observations
- Product rejection or recall
Difference Between MFR and BMR
MFR and BMR are not the same documents.
| Point | Master Formula Record | Batch Manufacturing Record |
| Purpose | Provides approved instructions | Records actual batch execution |
| Nature | Master or template document | Batch-specific completed record |
| Batch number | Normally blank or variable | Contains the actual batch number |
| Material quantities | Standard theoretical quantities | Actual issued and consumed quantities |
| Process parameters | Approved ranges or targets | Actual observations and results |
| Signatures | Prepared, reviewed and approved | Signed by operators and checking personnel |
| Deviations | Gives approved process | Records actual deviations |
| Frequency | Revised when necessary | Generated for every batch |
| Status | Controlled master | Executed GMP record |
The BMR should be generated from the currently effective MFR.
An operator should not manufacture a commercial batch using:
- An uncontrolled photocopy
- An expired version
- A handwritten formula
- An unofficial spreadsheet
- A previous batch record used as a master
Difference Between MFR and BPR
A Batch Production Record may include the complete record of:
- Dispensing
- Manufacturing
- Processing
- In-process testing
- Packing
- Reconciliation
- Yield
- Batch release review
In some companies:
- BMR covers manufacturing.
- BPR covers packaging or complete production.
- BPR may mean Batch Packaging Record.
The company’s SOP should clearly define the terminology.
Difference Between MFR and SOP
An MFR is product- and batch-size-specific.
An SOP explains how to perform a general activity.
MFR Example
“Add 25 kg of ingredient A to the granulator and mix for 10 minutes at the approved speed.”
SOP Example
“Procedure for operating and cleaning the rapid mixer granulator.”
The MFR can refer to an approved SOP instead of reproducing every general operating instruction.
Difference Between MFR and Bill of Materials
A Bill of Materials primarily lists:
- Raw materials
- Packaging materials
- Required quantities
- Material codes
An MFR contains the Bill of Materials but also includes:
- Manufacturing sequence
- Equipment
- Processing parameters
- In-process controls
- Yield
- Precautions
- Storage instructions
A Bill of Materials alone is not a complete Master Formula Record.
Who Prepares the Master Formula Record?
The MFR is generally prepared through cooperation between several departments.
Production Department
Production may prepare or provide:
- Manufacturing sequence
- Equipment details
- Operating parameters
- Processing times
- In-process checks
- Theoretical yields
- Practical processing precautions
Research and Development
R&D may provide:
- Approved formulation
- Product-development report
- Process-development data
- Overages
- Critical process parameters
- Scale-up information
- Hold-time recommendations
Quality Control
Quality Control may review or provide:
- Raw-material specifications
- In-process test methods
- Finished-product specifications
- Sampling instructions
- Analytical references
- Acceptance limits
Quality Assurance
Quality Assurance generally controls:
- Document format
- Document number
- Review
- Approval
- Version control
- Issuance
- Retrieval
- Change control
- Archiving
QA should ensure that the document is consistent with:
- Product approval
- Validation status
- Specifications
- Applicable procedures
- Regulatory commitments
Warehouse
The warehouse may provide input regarding:
- Material codes
- Dispensing units
- Storage conditions
- Material status
- Container requirements
- Material handling
Engineering
Engineering may verify:
- Equipment identification
- Equipment capacity
- Utilities
- Calibration requirements
- Environmental requirements
Packaging Development
Packaging personnel may provide:
- Pack configuration
- Material specifications
- Packaging sequence
- Coding details
- Reconciliation requirements
- Artwork references
Who Approves the MFR?
The approval system depends on the company’s quality system.
The document is commonly approved by authorized representatives from:
- Production
- Quality Control
- Quality Assurance
Additional review may be required from:
- Research and Development
- Regulatory Affairs
- Packaging Development
- Engineering
- Safety or EHS
Quality Assurance should normally issue the document only after all required approvals are complete.
When Is a Separate MFR Required?
A separate approved master should normally be available for each:
- Product
- Strength
- Dosage form
- Batch size
- Manufacturing process
- Pack type, where relevant
- Manufacturing location, where processes differ
For example, separate or formally linked master documents may be required for:
- Paracetamol Tablets 500 mg – 1 lakh tablets
- Paracetamol Tablets 500 mg – 5 lakh tablets
- Paracetamol Tablets 650 mg – 1 lakh tablets
- Paracetamol Suspension – 60 ml bottle
- Paracetamol Suspension – 100 ml bottle
A simple mathematical multiplication of quantities may not be adequate when equipment, mixing time, drying time, granulation or yield changes with scale.
Contents of a Master Formula Record
A complete MFR may contain the following sections.
1. Document-Control Details
Include:
- Document title
- MFR number
- Product code
- Version number
- Effective date
- Superseded version
- Page number
- Copy number, where applicable
- Department
- Prepared by
- Reviewed by
- Approved by
2. Product Details
Include:
- Brand or proprietary name
- Generic name
- Pharmacopoeial status
- Dosage form
- Strength
- Product code
- Product category
- Batch size
- Standard pack size
- Theoretical batch quantity
3. Product Description
Mention the expected physical description, such as:
- Colour
- Shape
- Odour
- Appearance
- Tablet identification
- Capsule colour
- Coating
- Scoring
- Printing or embossing
This should agree with the approved finished-product specification.
4. Complete Composition
The formula should include:
- Active ingredients
- Excipients
- Processing aids
- Solvents
- Coating materials
- Colours
- Flavours
- Preservatives
- Purified water or other process media
For every material, mention:
- Material name
- Material code
- Pharmacopoeial or internal grade
- Quantity per unit
- Quantity per batch
- Unit of measurement
- Specification reference
5. Ingredients That Disappear During Processing
Special mention should be made of materials that may be:
- Evaporated
- Removed
- Consumed
- Neutralized
- Lost during drying
- Used only as processing aids
Examples may include:
- Purified water used for granulation
- Organic solvent used in coating
- Processing gases
- Volatile flavours
These should still appear in the master formula even when they are not present in the same quantity in the finished product.
6. Overages
Any overage should be:
- Clearly identified
- Scientifically justified
- Approved
- Consistent with the product registration or permission
- Supported by development or stability data
An overage should not be added merely to compensate for poor manufacturing control.
7. Raw-Material Calculation
The document should explain calculations relating to:
- Potency correction
- Moisture correction
- Assay adjustment
- Salt-equivalent calculation
- Loss on drying
- Excess quantity
- Standardization of herbal extracts
- Batch-size conversion
The formula should specify who performs and verifies the calculation.
8. Equipment and Processing Area
List the major equipment required, such as:
- Sifter
- Blender
- Rapid mixer granulator
- Fluid-bed dryer
- Multimill
- Compression machine
- Coating machine
- Capsule-filling machine
- Manufacturing vessel
- Homogenizer
- Filling machine
Mention, where applicable:
- Equipment identification
- Capacity
- Screen or mesh size
- Tooling
- Filter
- Manufacturing area
- Environmental classification
9. Equipment-Preparation Requirements
The MFR should include or refer to approved procedures for:
- Cleaning
- Line clearance
- Assembly
- Calibration
- Sanitization
- Sterilization
- Leak testing
- Filter integrity
- Equipment-status verification
10. Environmental Conditions
Where relevant, specify requirements for:
- Temperature
- Relative humidity
- Differential pressure
- Air classification
- Light protection
- Nitrogen atmosphere
- Microbial controls
Actual values should be recorded in the batch document.
11. Step-by-Step Manufacturing Instructions
Instructions should be written in the actual order of performance.
Each step should state:
- What is to be done
- Which material is used
- Which equipment is used
- Quantity to be added
- Order of addition
- Mixing speed
- Mixing time
- Temperature
- Pressure
- pH
- Screen size
- Drying endpoint
- Holding condition
- Operator and checker requirements
Avoid vague instructions such as:
- “Mix properly”
- “Heat sufficiently”
- “Dry as required”
- “Add slowly”
- “Maintain suitable temperature”
Where these terms are used, measurable limits should be provided.
12. Critical Process Parameters
Critical parameters may include:
- Mixing time
- Mixing speed
- Granulation endpoint
- Drying temperature
- Moisture content
- Compression force
- Tablet weight
- Coating weight gain
- Solution pH
- Homogenization speed
- Sterilization time and temperature
- Filtration pressure
- Filling volume
Parameters should agree with process-development and validation data.
13. In-Process Controls
The MFR should identify:
- Test to be performed
- Stage of sampling
- Sampling quantity
- Test frequency
- Acceptance limit
- Responsible department
- Action if results are outside limits
Examples include:
- Blend uniformity
- Moisture
- Tablet weight
- Hardness
- Thickness
- Friability
- Disintegration
- Capsule fill weight
- pH
- Viscosity
- Fill volume
- Leak test
- Appearance
14. Hold Times
Where applicable, define limits for holding:
- Dispensed materials
- Granules
- Blends
- Coating solution
- Bulk liquid
- Uncoated tablets
- Coated tablets
- Unpacked product
- Intermediate material
Hold times should be supported by approved studies or risk assessment.
15. Intermediate Yield
The MFR should provide expected yield and acceptable limits at important stages.
Examples:
- Granulation yield
- Dried granule yield
- Blend yield
- Compression yield
- Coating yield
- Bulk liquid yield
- Filling yield
16. Final Yield
Mention:
- Theoretical yield
- Expected yield
- Acceptable yield range
- Reconciliation requirement
- Action for yield outside the limit
A significant unexplained yield difference should be investigated.
17. Sampling Instructions
Include or refer to procedures for:
- In-process sampling
- Finished-product sampling
- Microbiological sampling
- Retention samples
- Stability samples
- Environmental samples
18. Storage Conditions
Mention conditions for storing:
- Intermediate product
- Bulk product
- Unpacked product
- Finished product
- Light-sensitive material
- Moisture-sensitive material
Include:
- Container type
- Closure
- Temperature
- Humidity
- Maximum hold time
- Special protection
19. Safety Precautions
Include precautions relating to:
- Potent materials
- Hormones
- Cytotoxic materials
- Antibiotics
- Solvents
- Flammable materials
- Dust exposure
- Allergens
- Corrosive substances
- Personal protective equipment
20. Packaging Instructions
The packaging section may be included in the MFR or maintained as a separate Master Packaging Record.
It may contain:
- Pack size
- Container type
- Closure type
- Foil
- Label
- Carton
- Insert
- Measuring device
- Desiccant
- Shipper
- Packaging-material codes
- Standard quantities
- Coding requirements
- Reconciliation limits
- Specimen or reference to approved artwork
21. Label and Coding Instructions
Mention:
- Batch-number format
- Manufacturing date
- Expiry date
- MRP
- Licence details
- Storage statement
- Schedule warning
- Barcode or QR code
- Special caution
- Coding location
The MFR should refer only to currently approved artwork.
22. Reprocessing and Recovery
The normal master formula should not automatically authorize unplanned reprocessing.
Where reprocessing or recovery is permitted, it should be handled through:
- Approved procedure
- Quality-risk assessment
- Investigation
- Written authorization
- Defined limits
- Traceable documentation
23. Attachments and References
The MFR may refer to:
- Equipment SOPs
- Cleaning SOPs
- Specifications
- Test methods
- Artwork
- Validation protocol
- Safety data sheets
- Environmental requirements
- Sampling procedures
- Calculation sheets
Procedure to Prepare a Master Formula Record
Step 1: Confirm the Approved Product Formula
Collect the authorized formula from:
- Product development
- Technology transfer
- Product permission
- Regulatory dossier
- Validated existing process
Do not prepare a commercial MFR from an unapproved trial formula.
Step 2: Define the Product and Batch Size
Confirm:
- Product name
- Strength
- Dosage form
- Batch size
- Manufacturing site
- Manufacturing area
- Pack sizes
The selected batch size should be compatible with equipment capacity and process validation.
Step 3: Collect Development and Scale-Up Data
Review:
- Development batches
- Pilot batches
- Scale-up batches
- Process-validation data
- Stability data
- Equipment trials
- Deviation history
- Previous process knowledge
Step 4: Prepare the Material List
Prepare a complete list of:
- Active ingredients
- Excipients
- Processing aids
- Coating ingredients
- Solvents
- Packaging materials
Use approved material names and codes.
Step 5: Calculate Batch Quantities
Calculate:
- Standard batch quantity
- Potency adjustment
- Assay correction
- Moisture correction
- Overage
- Theoretical yield
- Unit quantity
All calculations should be independently checked.
Step 6: Select Equipment
Confirm that the equipment:
- Has adequate capacity
- Is qualified
- Is suitable for the product
- Is compatible with the process
- Can achieve the required controls
- Is covered by approved cleaning procedures
Step 7: Write the Manufacturing Sequence
Write instructions in the order in which operators will perform them.
A person unfamiliar with product development should be able to understand the process without guessing.
Step 8: Add Process Parameters
Include approved:
- Time
- Speed
- Temperature
- Pressure
- pH
- Mesh size
- Moisture limit
- Mixing sequence
- Endpoint
- Hold time
Step 9: Define In-Process Controls
Identify:
- What will be tested
- When it will be tested
- Who will test it
- The required limit
- What to do if the result fails
Step 10: Define Yield Limits
Set:
- Intermediate-yield limits
- Final-yield limits
- Reconciliation limits
Yield limits should be realistic and supported by process history or validation.
Step 11: Prepare Packaging Instructions
Include:
- Complete packaging-material list
- Packaging sequence
- Coding instructions
- Online checks
- Reconciliation
- Line-clearance requirements
- Specimen labels or approved artwork references
Step 12: Cross-Functional Review
Circulate the draft to relevant departments.
Review should confirm that:
- Formula is correct.
- Specifications are current.
- Equipment is suitable.
- Process parameters are justified.
- Tests are adequate.
- Packaging is approved.
- Safety requirements are included.
- Regulatory commitments are followed.
Step 13: Execute Trial or Validation Batches
Where required, confirm the instructions through:
- Exhibit batch
- Scale-up batch
- Process-validation batch
- Packaging trial
Any necessary correction should follow documented review and approval.
Step 14: Approve the Master
The final document should be:
- Signed
- Dated
- Assigned a version number
- Given an effective date
- Entered into document control
- Issued by Quality Assurance
Step 15: Generate the Batch Record
A controlled batch-specific record should be prepared from the approved master.
It should include blank spaces for entering:
- Actual batch number
- Material batch numbers
- Actual quantities
- Equipment numbers
- Processing times
- Observations
- Test results
- Yields
- Signatures
- Deviations
Step 16: Train the Employees
Relevant employees should be trained before the new or revised MFR becomes effective.
Training may include:
- Document changes
- New process parameters
- New equipment
- New in-process limits
- Safety requirements
- Recording practices
Step 17: Withdraw the Previous Version
Once a revised version is effective:
- Previous controlled copies should be retrieved.
- Obsolete copies should be marked or destroyed.
- One archival copy may be retained according to SOP.
- Electronic access to superseded versions should be restricted.
Document Numbering Example
A company may adopt a numbering system such as:
MFR/TAB/PCM500/100K/003
Where:
- MFR = Master Formula Record
- TAB = Tablet
- PCM500 = Product and strength
- 100K = Batch size
- 003 = Version or document sequence
The numbering system should be explained in the documentation SOP.
Suggested MFR Format
Header
- Company name
- Manufacturing site
- Document title
- Product name
- Product code
- MFR number
- Batch size
- Version number
- Effective date
- Page number
Approval
| Function | Name | Signature | Date |
| Prepared by – Production | |||
| Reviewed by – QC | |||
| Reviewed by – QA | |||
| Approved by |
Formula
| S. No. | Material | Code | Specification | Qty./Unit | Qty./Batch | Unit |
Equipment
| S. No. | Equipment | Capacity | Equipment ID/Type | SOP Reference |
Processing Instructions
| Step | Instruction | Parameter | Limit | Reference |
In-Process Controls
| Stage | Test | Frequency | Limit | Responsibility |
Yield
| Stage | Theoretical Yield | Acceptable Range |
Packaging Materials
| S. No. | Material | Code | Specification | Standard Quantity |
Revision History
| Version | Effective Date | Change Description | Change-Control No. |
Electronic vs Paper Master Formula Record
An MFR may be controlled through:
- Paper documentation
- Electronic document-management system
- Validated manufacturing software
- Validated ERP or MES system
Regardless of format, the system should ensure:
- Only the current approved version is used.
- Access is controlled.
- Changes are traceable.
- Electronic signatures are authorized.
- Records are protected from deletion or unauthorized alteration.
- Backup and recovery arrangements exist.
- Printed copies are identified and controlled.
- Operators can access the instructions at the point of use.
A printout from an electronic system should not be treated as an uncontrolled ordinary photocopy.
How to Correct an Error in an MFR
An approved master document should not be casually corrected by handwriting.
If an error is identified:
- Stop issuing the incorrect version where necessary.
- Assess the impact on batches already manufactured.
- Raise a deviation or document-correction request.
- Initiate change control where applicable.
- Revise the master document.
- Obtain required reviews and approval.
- Issue the new version.
- Withdraw the old version.
- Train affected employees.
Corrections to an executed batch record should follow the company’s good-documentation-practice SOP.
When Should an MFR Be Revised?
Revision may be required following:
- Formula change
- Raw-material change
- Specification change
- Batch-size change
- Equipment change
- Manufacturing-site change
- Process change
- Parameter change
- Packaging change
- Artwork change
- Validation outcome
- Stability finding
- Deviation trend
- Regulatory requirement
- Corrective or preventive action
A change should be evaluated through the formal change-control system before implementation.
Common MFR Preparation Mistakes
Avoid:
- Copying an MFR from another product
- Using unofficial material names
- Missing material codes
- Incorrect batch calculations
- Unjustified overages
- Vague processing instructions
- Missing equipment capacity
- Missing process parameters
- Missing hold times
- Unrealistic yield limits
- Outdated specifications
- Missing packaging reconciliation
- Uncontrolled specimen labels
- Issuing the document without QA approval
- Using one MFR for incompatible batch sizes
- Revising the process without change control
- Allowing blank or excessive spaces
- Failing to identify critical steps
Master Formula Record for Ayurvedic Products
The same documentation principle is useful for Ayurvedic manufacturing.
An Ayurvedic MFR may additionally include:
- Sanskrit and common ingredient names
- Botanical name
- Part used
- Raw-herb specifications
- Extract ratio
- Extractive value
- Decoction or kwath preparation
- Bhavana details
- Shodhana procedure
- Marana procedure
- Number and duration of processing cycles
- Mesh size
- Drying conditions
- Marker compounds
- Raw-material standardization
- Permitted preservative
- Classical reference
- Patent or proprietary formulation status
For herbal extracts, clarify whether quantities refer to:
- Raw-herb equivalent
- Native extract
- Standardized extract
- Extract with carrier
- Dry extract
- Soft extract
The approved Ayurvedic manufacturing licence, applicable pharmacopoeial standards and the manufacturer’s quality system should be followed.
Responsibilities During Batch Execution
Production
Production should:
- Follow the current master.
- Record activities at the time they occur.
- Enter actual quantities and parameters.
- Report deviations immediately.
- Calculate yields.
- Sign each required step.
Quality Control
QC should:
- Perform required testing.
- Record results.
- Report out-of-specification results.
- Ensure approved test methods are used.
Quality Assurance
QA should:
- Issue the controlled batch record.
- Verify line clearance.
- Review deviations.
- Review the completed record.
- Confirm reconciliation.
- Approve or reject the batch according to procedure.
Frequently Asked Questions
1. What is the full form of MFR?
MFR stands for Master Formula Record.
2. Is MFR the same as BMR?
No. MFR is the approved master instruction, while BMR is the completed record for a specific batch.
3. Who prepares an MFR?
Production or an authorized technical function commonly drafts it using approved development and process data. QA, QC and other relevant departments review and approve it according to company procedure.
4. Is a separate MFR required for every batch?
A new master is not prepared for every batch. A controlled batch record is generated from the approved MFR for each batch.
5. Is a separate MFR required for different batch sizes?
Normally, each approved batch size should have an appropriate master document unless a scientifically justified and controlled scalable system is used.
6. Can an MFR be maintained electronically?
Yes, provided the electronic system is appropriately controlled, secure and validated, and the authorized instructions are available at the point of use.
7. Can production change the MFR during manufacturing?
Production cannot make an unauthorized change. Any departure should be documented and approved according to deviation and change-control procedures.
8. What is a master packaging record?
It is the approved document containing packaging materials, pack configuration, packaging instructions, coding, online checks and reconciliation requirements.
9. What is theoretical yield?
Theoretical yield is the quantity expected from the formula before considering normal process loss.
10. Why are acceptable yield limits required?
Yield limits help identify abnormal material loss, process failure, calculation error or possible mix-up.
11. Should cleaning instructions be written fully in the MFR?
The MFR may include the instructions directly or refer to the relevant approved cleaning and equipment-operation SOPs.
12. How long should an MFR be retained?
The current approved master and superseded versions should be retained according to applicable regulatory requirements and the company’s record-retention SOP.
Final Thoughts
The Master Formula Record is one of the most important controlled documents in a pharmaceutical manufacturing facility.
It converts product-development knowledge into a standardized commercial manufacturing process.
A good MFR should be:
- Accurate
- Clear
- Detailed
- Approved
- Traceable
- Practical
- Consistent with validation
- Easy for trained operators to follow
- Protected through document control
The document should provide enough information to manufacture the product consistently without requiring the operator to guess.
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Dear sir
Please give standard format om my given email(bimal1963@gmail.com) of the following as-
Product name – Paracetamol Tabs.I.P. 500 mgs.
B.Size – 100,000 Tabs.
Avg. wt- 600Mgs.Round beveled with single break line in one side
With regards
Bimal nath jha.