List each required record in the RFQ and purchase order. Identify the standard, valve reference, submission stage and whether the buyer or a third party must witness the activity.
Before technical approval
Typical items are the valve datasheet, dimensions, material list, actuation details and a written deviation record. Buyers should approve a revision number rather than relying on an email attachment with no status.
Material and manufacturing records
Material certificates, heat or batch traceability and incoming inspection records may be required for selected projects. State the required document type and the parts that need traceability.
Inspection and pressure testing
The order should identify the test standard, shell and seat pressures, duration, leakage criteria and witness requirement. A photograph of a test bench does not replace a valve-linked test record.
Marking and packing
Approve nameplate content, logo, label language, packing method and shipping marks when they matter. These points are easier to correct before final packing.
Final document package
Use a document index. Record whether each item is approved, pending or not applicable, and check the package before shipment rather than after the goods arrive.