Before delivery: check the batch information

Start with the latest request and quotation

Gather the agreed product description, specification, quantity and unit. Compare these with the batch information or delivery confirmation under discussion. Flag differences for clarification rather than choosing one version and assuming it has been accepted.

Use specific details instead of “the same as last time”. If the supplier uses a batch reference or another identifying code, record it accurately.

A checklist before agreeing delivery

• Product name, specification and batch identification, if available.
• Quantity and unit compared with the latest quotation.
• Whether supplied images or documents are confirmed to describe this batch.
• Location, expected timing, dispatch contact and receiving contact.
• Agreed packing or receiving arrangements and each party’s role.
• Applicable documents and how discrepancies will be discussed.

Ask about documents for the actual transaction

Do not assume every transaction uses the same paperwork. If you require information about sourcing, delivery or another matter, explain why and ask which documents apply, who provides them and when. This guide does not establish that any particular batch holds a specific certificate.

Likewise, photographs do not replace a review of the agreed conditions or confirmation of the goods at receipt. Discuss the checking process and how differences will be raised beforehand.

If something does not match

Send a short list identifying the difference, the information you have and the confirmation you need. Retain the relevant images, documents and conversation, and clarify the responsible contact. Treat the delivery arrangement as final only when both sides have resolved the points that affect the transaction.