Requesting a large number of documents does not automatically make sourcing safer. Buyers should define the documents needed for the intended use and destination market, then verify that they are current and relevant.

Identify the commercial and production parties

Clarify the supplier’s legal identity, production or packing role and which entity is responsible under the order.

Request a product specification

Critical acceptance criteria for granulation, composition and application should be documented.

Evaluate COA and analytical reports for purpose

Check which lot or sample the document represents, along with methods and units.

Control packaging and label approvals

For private-label products, artwork, barcode, net weight and language approvals should be controlled.

Define shipment documents by order

Invoice, packing list and transport documents may be supplemented by destination-specific requirements.

Document matrix

  • Supplier identity
  • Product specification
  • COA/analysis
  • Lot information
  • Packaging approval
  • Commercial shipment documents

Related guides

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