Material Certificates: Requesting by Method
How do you request material certificates for embedded parts?
Follow these methods: contractual agreement (clearly defined terms), request upon ordering (procurement confirmation), request upon delivery (included with the shipment), and verification & retention (checking ID numbers/qualifications).
Industry experts suggest evaluating the request process as follows: contractual agreement (explicitly stating requirements for material certificates), request upon ordering (stating needs during procurement), request upon delivery (obtaining the material sheet with the goods), and verification & retention (checking ID numbers/material specifications)—requesting according to the agreement prevents omissions.
Requesting by Method
- Contractual agreement: Clearly defined terms (in the contract) take precedence;
- Request upon ordering: Procurement confirmation (at the time of order);
- Request upon delivery: Included with the shipment;
- Verification & retention: ID numbers/qualifications (verification) and record-keeping;
- Request per agreement: Adhering to the agreement to prevent omissions.
Key Evaluation Points
First, terms come first.
Material certificate terms must be established upfront to prevent missed requests.
Second, request upon ordering.
State the requirement during procurement confirmation to avoid post-order issues.
Third, request upon delivery.
Obtain the certificate with the shipment to prevent missing documentation.
Fourth, verification and retention.
Verify ID numbers/qualifications and retain records to prevent the use of forged certificates.
Pitfalls to Avoid
First, “no agreement.”
Failure to include terms makes requesting difficult; ensure terms are set upfront.
Second, “retroactive requests.”
Requesting after the fact leads to manufacturer delays;
state requirements when ordering. Third, “forged certificates.”
Fake material documentation poses safety risks; verify and retain records.
Trends and Reminders
Material certification for embedded parts is moving toward standardization, characterized by material traceability (batch tracking) and the digitization of certificates (QR code verification).
For purchasers, the recommended approach is to “prioritize contractual terms, request documentation upon delivery, and verify and retain records.”
Complete documentation ensures confidence during acceptance inspections.
