Batch acceptance requires linking contractual properties to the units actually checked. One randomly selected box does not automatically describe the entire delivery. Define the verification scheme and limits on extending the results before samples are opened or mixed.
Identifying the delivery
Collect the contract, technical specifications, item specification, delivery documents and relevant amendments. Record actual quantity, packaging, marking and condition. If different models or batches are included, retain that distinction in the inventory and verification plan.
How to describe the sample
- The population from which units were selected.
- How and by whom sampling was performed.
- Which packages were opened and how they were identified.
- Which parameters are checked and on what basis.
- What was left outside inspection or testing.
Discrepancy table
For each item, state the requirement, established parameter, verification method and specific sample. For example, link a size discrepancy to a specification clause and a reproducible measurement. “Goods of a different quality”, without a feature and criterion, does not explain the discrepancy.
Documents and actual properties
A missing conformity document and established goods non-conformity are different circumstances. Correct marking also does not automatically confirm every internal parameter. Choose checks based on properties and applicable requirements; do not substitute visual inspection for testing.
If laboratory analysis is needed, agree sample suitability, transfer arrangements and the provider's competence. Sampling records must stay traceable to the accepted delivery and not be lost between warehouse and laboratory.
Limits of the final answer
The report must show what was examined directly and the basis for extending results to other units. If the sample is insufficient, a general statement about uneven quality cannot remove that limitation.
Acceptance and documenting disagreements depend on the contract and applicable procurement framework. Technical examination does not remove the customer's required actions or guarantee the dispute outcome. Send the specialist the requirements and specific concerns before destructive checks begin.