Specifications & Documentation
Begin with the selected specification
Ask for documents that answer the acceptance questions for the actual ingredient you are evaluating. Start with the product reference and selected option, then identify the formulation, physical form, declared limits, packing and handling requirements. A catalogue description, a sample observation, a batch result and a certificate have different roles in a purchasing decision.
Use the procurement guide to keep these requests with the quotation brief. The information and document scope should concern the same material being considered.
Match each document to what it establishes
Identify the question before requesting the document. Ask which information is available for the selected product and how it relates to the proposed supply.
| Information requested | Question it helps answer | Scope to check |
|---|---|---|
| Product specification | Which ingredient, form and declared limits are proposed? | Product reference, selected option, units and relevant revision. |
| Applicable batch analysis | Which results are supplied for the identified sample or batch? | Lot or sample reference, date, reported parameters and methods. |
| Ingredient and allergen declaration | What composition information applies to the selected ingredient or blend? | Actual formulation, applicable allergen information and product identity. |
| Requested certification information | What entity, activity or product is covered by the relevant document? | Issuing information, named entity, scope, validity and applicability to the supply. |
A catalogue parameter describes an offered specification. A batch result reports the information for its identified material;check that identity before using the result in an acceptance decision. Record both the requested limit and the actual result where that comparison is part of your purchasing process.
Check the scope and date
Match the named business, product, lot or sample and document date to the proposed purchase. For a certificate, review the stated scope and validity period, and clarify how it applies to the ingredient and supply under discussion. A document for a different entity, activity or product needs that relationship explained.
- Identify the product reference and selected formulation or form.
- Check the named entity, document date and relevant revision or validity.
- Match any lot, sample or batch reference to the material being assessed.
- Ask for clarification of scope or missing information before relying on it.
For ingredient and allergen requirements, state the food use and the declaration your purchasing team needs. Request the information for the actual selected blend or single ingredient so the review remains tied to its composition.
Agree the acceptance process in the quotation
Include the required specification, documents and acceptance criteria in the enquiry. Discuss which sample or batch information will be used, which checks are required and how the agreed criteria will be recorded in the written offer. Inspection arrangements and any claims process should be agreed for the purchase.
Keep the accepted product reference, packing, handling instructions and relevant document scope together. If a result or document leaves an important question open, identify that question and ask for the applicable information before accepting the offer.
Prepare a product-specific RFQ or contact the team with the selected ingredient and your documentation requirements.
Discuss your documentation requirements