Critical, major and minor categories must be defined against the product's actual use and contract rather than copied as unexplained labels.
Frame the decision
Create a defect catalogue with photographs, severity rationale, measurement or workmanship references, sampling rules and disposition authority.
Supplier and buyer should reach the same disposition from the same defect evidence.
Build the controlled worksheet
Keep these five topic-specific inputs together so the quotation, sample and inspection teams do not work from different assumptions:
- Defect catalogue with photos: state the requirement, reference, status and approval owner.
- Severity definitions: state the requirement, reference, status and approval owner.
- Inspection sampling plan: state the requirement, reference, status and approval owner.
- Disposition authority: state the requirement, reference, status and approval owner.
- Corrective-action records: state the requirement, reference, status and approval owner.
Evidence to request
- Approved source or drawing for defect catalogue with photos
- Order-specific record covering severity definitions
- Written acceptance basis for inspection sampling plan
- Controlled decision history for disposition authority
- Release evidence connected to corrective-action records
Evidence must identify the relevant product, material, revision or lot. Record any limitation, substitution or item still awaiting approval.
Risks to close before approval
- Different inspectors classifying the same defect differently
- No rule for repeated minor defects
- Shipment release before disputed defects are resolved
Assign an owner, due date and written disposition to each unresolved risk. Do not allow an informal answer to replace a controlled revision.
Use the result in the RFQ
Attach the worksheet, quantity, destination, required date and current sample status. Ask the supplier to list assumptions and exceptions against the same five inputs.