Define the shelf-life requirement clearly
State the minimum remaining shelf life or acceptable production period in the inquiry or commercial confirmation. Avoid broad wording such as 'fresh batch' without a measurable standard.
The confirmation point should also be clear—for example, at final packing-list confirmation or before shipment.
- Minimum remaining shelf life
- Reference date for confirmation
- Products or categories covered
- Treatment of exceptions
Use photos for defined verification purposes
Photos are most useful when the buyer specifies what needs to be checked. A request for 'all photos' may be inefficient, while a targeted list can confirm the key product and packing details.
- Front and back packaging
- EAN barcode
- Batch or date marking when available
- Top, bottom and side panels
- Outer carton label and case packing
Distinguish sample evidence from final-order evidence
A catalogue image or previous stock photo may help identify a product, but it should not automatically be treated as evidence for the final order batch. Confirm whether the image is a reference image or an actual-order image.
Record accepted exceptions before shipment
If a product cannot meet the original batch, packaging or photo requirement, the exception should be written into the commercial confirmation before shipment. This prevents informal approvals from being interpreted differently later.
- Affected product and quantity
- Actual condition
- Buyer acceptance
- Price or delivery adjustment when applicable