When a delivery shows an issue with particle size, packaging, moisture, foreign material, labels or quantity, a structured complaint file helps the supplier reproduce the problem and investigate root cause.

Quarantine the affected lot

Where practical, separate the affected quantity from other inventory while preserving lot, pallet and delivery identification.

Collect evidence consistently

Photographs, video, package labels, lot numbers, measurement method, samples and delivery documents can be kept in one claim file.

Describe the issue quantitatively

Instead of saying “salt is too coarse,” record the sieve method, measured result and specification limit where applicable.

Track CAPA closure

Root cause, containment, corrective action and preventive action should have owners and target completion dates.

Buyer checklist

  • Product/SKU
  • Lot/pallet
  • Affected quantity
  • Photos/sample
  • Specification clause
  • Root cause
  • Corrective action
  • Closure date

Related guides

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