VI.C Supplier Communications

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Excerpt From The Certified Manager of Quality/Organizational Excellence Handbook

If suppliers are to meet requirements, they must know and understand them. Requirements may be related to product, process, quality system, purchase transaction handling, logistics, or other related business matters. Following are some examples of requirements that should be clearly spelled out in writing, as well as communicated and/or reinforced by other means:
  • Quote requirements. Information that is to be included in the quote, and by when and to whom the quote must be submitted.
  • Product technical requirements. Specifications for product attributes that must be met (for example, physical, chemical, visual, performance, or reliability), and which attributes are more important and why. Pass through characteristics (PTC) and special characteristics need to be communicated to suppliers.
  • Process requirements. Special requirements that must be met related to the process that will produce/deliver the product or service.
  • Product verification and traceability requirements. Testing that the supplier is obligated to perform, information that is to be provided to the purchaser for verification (for example, statistical data, certificates of analysis), and identification requirements for product batches that allow recall if necessary.
  • Quality management system requirements. Management processes that the purchaser must have in place in order to help ensure quality, including any specific quality management system standards to which the supplier must be compliant and/or certified.
  • Delivery requirements. How orders will be placed, how the product is to be protected during shipment, what modes of shipping are to be used, and minimum and/or maximum batch sizes.
  • Order requirements. The quantity of a particular product that the purchaser currently wants, and the date on which it is due.
  • Corrective actions required. Process to be followed when problems occur at the purchaser’s site for which the supplier is to perform and document a formal investigation and report back to the purchaser what was found and done to resolve the situation.
  • Safety and security safeguards required. Special requirements needed to protect persons coming in contact with product or service.
  • Environmental protection requirements. Voluntary and involuntary environmental protection parameters relating to contamination, pollution, destruction, depletion of natural resources, introduction of a harmful organism, and so on.
  • Financial requirements. Requirements relating to the supplier’s financial stability.
  • Management requirements. Requirements relating to the supplier management’s integrity and ethical behavior (for example, adhering to the purchaser’s code of conduct).
Quality Management BOK Reference

VI Supply Chain Management
VI.B Supplier Communications - Develop and implement specific communication methods with suppliers, including regularly scheduled meetings and routine and emergency reporting procedures. Develop explicit expectations and confirm that the supplier is aware of critical product and delivery requirements.

Additional Resources
Back to the Supply Chain Management CMC
Back to the Quality Management Body of Knowledge

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Date Added: Sep 14, 2018
Date Last Modified: Apr 20, 2022
Category: Resources
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