Connect the record to the order line
Ask for records that can be associated with an item number or quotation line. When multiple similar items are packed together, identifiers and quantities should remain easy to connect to the request. This helps avoid an attractive photo that cannot be matched to a particular item.
- Quotation or line reference
- Visible markings
- Quantity and included components
Describe the check, not a blanket guarantee
Specify the records you need: appearance, markings, measured dimensions or a particular supplier document. A photograph is not a substitute for a functional test or a certificate. If either is required, agree its scope, acceptance criteria and responsible party separately.
- Requested dimensions or views
- Relevant document references
- Separate agreement for functional tests
Check the package as well as the item
Ask for a view before closure if you need to check the included parts or protective arrangement. Once packed, the package marks, number of packages and available dimensions help prepare the dispatch conversation. Shipping suitability and handling requirements must still be confirmed for the actual route.
- Contents before closure
- Outer marks and package count
- Dimensions and handling notes, if available
Put it to use
View the inspection photo examples →This is purchasing preparation guidance, not equipment operating or maintenance instructions. Confirm the actual scope and suitability for the item.