01
Give each document a clear role.
A purchasing file is easier to review when the safety data sheet, product specification and certificate of analysis are requested separately. They answer different questions and should identify the same proposed material.
Safety data sheet / SDS
Request the current SDS for the exact product and grade so your qualified team can review its safety and handling information.
Product specification
Request the properties, acceptance limits, units and test basis used to describe the grade being quoted.
Certificate of analysis / COA
Request the certificate relevant to the proposed batch, with product identity, batch reference and reported results.
02
Match the identity across the file.
Compare the full product name, grade and stated form across the quotation and documents. For chemical families with acid and salt variants, pay particular attention to the complete designation.
- Does each document identify the same product and grade?
- Are concentration and physical form consistent?
- Are document dates, revisions and batch references clear?
- Is there any alternate naming that needs written clarification?
Keep an unresolved difference as a question for the supplier. Do not silently substitute one variant’s documents for another.
03
Separate a limit from a batch result.
A specification states an acceptance limit or range. A COA may report a measured result for a particular batch. Record both in their proper places when comparing a proposed grade.
A result reported for one batch should not become a blanket claim for every future shipment. For example, the ATMP95 page presents the supplied certificate’s specification limits; any actual order still needs current product and batch documentation.
04
Record questions your team can resolve.
Prepare a short clarification list if information is missing, inconsistent or expressed on a different basis from your purchasing requirement.
- What units and test method support the reported property?
- Which batch does the certificate cover?
- Does the specification match the grade being quoted?
- Is a more recent SDS or revised document available?
- Which additional documents does your customer or technical team require?
If safety or transport information is inconsistent, refer it to qualified personnel and request corrected, current documentation before relying on it. This guide does not provide handling, dosing, disposal or transport instructions.
05
Keep the agreed file with the purchase.
Retain the quotation, confirmed grade specification, current SDS, relevant batch COA and written clarifications together. Record any customer-specific approval or outstanding question in the same enquiry file.
If a product, grade, quantity or delivery arrangement changes, review whether the documents and approvals still match the proposed purchase.
Prepare a sourcing enquiry