Supplier Changes a Raw Material: Check Approval and Batch Traceability

Define what is changing

Ask for the original and proposed material descriptions, grade, manufacturer and specification revision. Request the reason for the change, available quantity and intended production lots. “Same quality” is not an adequate description of the difference.

Collect relevant technical sheets and batch records. The person responsible for product requirements should decide which properties, tests or destination requirements need review; matching a trade name alone does not establish equivalence.

Separate evaluation from production approval

Agree which samples represent the proposed material and label them with material and lot identifiers. Record the test method, acceptance criteria, reviewer and result. Approval of an evaluation sample should not silently become approval for every future order.

Issue a bounded written decision: approved or rejected material, permitted quantities or lots, conditions and the specification revision to use. Ask the factory to segregate existing and substituted stock and preserve the record of which finished units used each batch.

Illustrative example

A supplier proposes a different resin for 800 housings because the original grade is unavailable. Request the proposed grade and affected production dates, then let the technical owner select the necessary checks. A similar colour and appearance do not demonstrate equivalent performance.

If only a trial batch is approved, mark its quantity and lot explicitly. Keep the remaining order under the original requirement until a further decision is recorded.

Update the order record

Reconcile the approved change with inspection instructions, labels and relevant product documents. Include traceability checks at the next production review. Record any agreed cost or timing change separately so that technical approval does not imply acceptance of a new commercial term.

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