AGREE THE ACCEPTANCE BASIS
Specify the evidence your part needs.
Start with the assembly requirements and the controlled drawing. Identify what must be checked, the acceptance limit and the record you need. Ask the quotation to confirm which documents and inspection arrangements can be provided.
Discuss your document requirementsFROM REQUIREMENT TO RECORD
Connect each check to the actual order.
This is a purchasing checklist, not a list of standard tests included with every shipment. Availability and scope require written confirmation.
| Requirement | Define the part and acceptance basis | Ask the quotation to confirm |
|---|---|---|
| Material & condition | Complete alloy, temper, supplied product form and applicable specification. | What material documentation can be supplied and how it identifies the delivered batch. |
| Dimensions & machining | Drawing revision, units, datums, critical fits and agreed acceptance limits. | Inspection method, sampling scope and any requested dimensional record for those features. |
| Surface & appearance | Visible faces, finish route, masking, color reference and edge requirements. | The agreed finish sample or specification and the method used to assess it. |
| Identification & traceability | Part reference, drawing revision, quantity units and required batch identification. | The connection between labels, packing documents and the material or inspection records requested. |
| Performance or third-party tests | The property, product form, test method, conditions and acceptance criterion you actually require. | A report covering the relevant sample and conditions; confirm its availability, scope and charges before order. |
On smaller screens, scroll the table to read all three columns. Quantitative limits belong in the accepted drawing or specification, with the applicable conditions.
VERIFY THE DOCUMENT SCOPE
Three different records. Three different questions.
A document is useful when its issuer, subject and scope match the claim being checked. Keep the complete record and its revision with the order.
Review standards and technical source references- Management-system certificate
- Check the legal entity, address, issuing body, certificate number, covered activities and validity. Use the issuer's verification method where available. A system certificate does not certify every product or establish a part's performance.
- Product or material document
- Check the identified product, material condition, specification and batch relationship. Distinguish a declaration, a certificate and a test report; their purpose and scope may differ.
- Inspection or test report
- Check the sample, date, laboratory or responsible party, method, conditions and reported result. Confirm that the tested object and conditions apply to the requirement you are evaluating.
BEFORE RELEASE / AFTER RECEIPT
Make discrepancies reviewable.
Agree before the order
- Mark critical features and state the drawing revision.
- Define the inspection method and sampling scope.
- List required records and any third-party work to confirm.
- Agree the sample reference, deviation approval and acceptance process where applicable.
Record at receipt
- Keep package labels and packing documents traceable.
- Record the feature, observed condition and agreed limit.
- Include photographs and the inspection method used.
- Isolate discrepancies and request review under the agreed purchase terms; no remedy or claims period is assumed here.
PUT REQUIREMENTS IN THE BRIEF
Which feature or document controls your decision?
Send the product reference or drawing and identify the requirements you need reviewed. If the inspection or document type is undecided, describe the application and the concern instead.