Start with the final supply list, not a shipping photograph
Use the confirmed quotation or technical agreement revision, equipment schedule, included bottle formats and latest FAT punch list. Identify the person who can approve dispatch and the reviewer responsible for technical open items. Do not let a booking date substitute for their decision.
Ask for the actual machine tag, model and serial number where assigned. Link separately packed auxiliaries, change parts, tools and spares to a numbered package. If an item was excluded or will follow later, keep that distinction visible rather than marking the entire purchase complete.
What evidence should the supplier return?
| Check | Evidence to request |
|---|---|
| Machine identity | Readable nameplate and equipment tag matched to the confirmed schedule |
| Format parts and accessories | Itemized count, part identification and package number; quantities checked against the agreed list |
| FAT corrections | Issue ID, correction evidence and agreed retest record where required |
| Loose or dismantled items | Before-packing images and a list connecting each item to its machine and package |
| Protection and packing | Recorded condition, package marks and agreed preservation/handling instructions from the supplier |
| Documents | Deliverable register with actual revisions, language, delivery location and outstanding entries |
Decide what can ship and what must stay open
Use project-specific categories: ready for the stated shipment stage, evidence still required, or a proposed exception awaiting approval. An inspection report should identify its scope, date and inspector; the dispatch decision should name its approver and any conditions. Shipment approval does not replace later installation or final acceptance.
Illustrative case: the filler passed the agreed factory test, but the 1.5 L change-part kit is absent from the packing list. Request its exact contents and location. If separate delivery is proposed, record who approves it, its effect on installation, the delivery commitment and the remaining check. Do not infer that the kit is unnecessary from the successful test.
- Keep unresolved item IDs linked to the latest evidence.
- Record written dispositions rather than treating silence as acceptance.
- Give the receiving team the same package-to-equipment list before dispatch.
Send one clear request before release
For a remote inspection, ask for views that connect the machine identity, loose items and final package marks. A promotional video or a closed-crate photograph cannot show concealed contents. Agree on inspection access and any competent third-party review in advance; use the actual purchase and test records as the basis.
Questions to close before purchase
Does passing FAT mean the machine is ready to ship?
Not automatically. Reconcile the tested configuration, corrections, purchased accessories, packing list and delivered documents. FAT and dispatch review have different evidence scopes.
Can packing photographs prove every part is included?
Only the items visibly identified can be assessed from those photographs. Request an itemized record and views before closure, linked to machine tags and package numbers.
What if the supplier proposes sending a missing item later?
Record the shortage, installation consequence, responsible party and proposed delivery commitment. The designated buyer reviewer must decide whether that exception is acceptable and preserve the remaining verification.
What you should leave with
- A machine-to-package reconciliation record.
- An evidence-backed list of unresolved shipment items.
- A written decision identifying who authorizes dispatch.
Continue the buyer decision workflow
Water Bottling Machine FAT: Checklist and Test Records
Prepare a factory acceptance test for water bottling equipment with agreed samples, test conditions, output records, deviations and shipment-release decisions.
Water Bottling Machine FAT: Checklist and Test RecordsWater Bottling Machine Spare Parts: List and Ordering Guide
Define startup, wear, critical and format-change spares for water bottling machines. Check part identity, included quantities and the replenishment process.
Water Bottling Machine Spare Parts: List and Ordering GuideWater Bottling Machine Documentation: What to Request
Check water bottling machine manuals, drawings, parts records and revisions. Use a document register to clarify missing files and supplier handover responsibilities.
Water Bottling Machine Documentation: What to RequestTechnical Deviation Register for Bottling Machine Quotations
Record every difference from the RFQ with its technical effect, price impact, owner, status and final disposition.
Technical Deviation Register for Bottling Machine QuotationsLast reviewed: 2026-10-06. Technical values and equipment availability are project-specific unless explicitly identified as catalog-reference information.