Blank sourcing records: sample approval and pre-shipment issues

Keep the specification and evidence together

A record is useful only when another person can identify the exact product and revision it refers to. Enter the order or brief reference, SKU, specification version, sample or package ID and review date. Link the supporting measurements and photos rather than writing “looks good” without a basis.

• Use one sample record per clearly identified product and specification version.
• Record the reviewer and the buyer-authorized decision maker separately when they are different.
• Use pending or not applicable with a reason; an empty field is not a pass.

Describe the sample decision precisely

Write the agreed requirement next to the observed result, including units and the method used. List deviations and any remaining tests. An accepted appearance sample does not establish food-contact compliance, production-lot conformity or permission to change a material.

• Record what is accepted, rejected or still on hold, with any conditions and limits.
• Agree which sample or specification controls production and retain its revision reference.
• If a specification changes, create a new dated revision and confirm the affected approval.

Track a problem to its next decision

Use the issue record to identify the affected shipment and observed package or item, the agreed requirement, the evidence, and the action owner. Keep the promised correction separate from evidence that a correction was actually checked.

• State the correction deadline, verification method and recheck result.
• Record whether the issue is open, awaiting recheck or closed; explain the basis for closure.
• The buyer-authorized person records any required dispatch decision. Closing one issue does not certify the whole shipment.

Use the blank records in your own order file

Copy the text or download the UTF-8 text file below, then complete it in your own document. The webpage only provides blank templates; it does not receive, save or send your completed record.

• Tailor the criteria to the product and accepted written scope. These records do not replace a specialist test, a complete inspection report or a contract.
• Keep customer, supplier and payment information in your approved order records, and share only what the appointed parties need.
• Paid inspection or coordination work requires its own accepted scope, costs and applicable contracting and operational readiness.

Copy or download the blank records