A sourcing enquiry should identify the proposed supplier and the responsibilities it is being asked to accept. Start with the requirement, then assess the evidence needed for that material, activity and destination. A general quality statement is not a substitute for a documented review.
Identify the parties and their roles
Record the legal contracting entity, trading address and contact. Ask who will manufacture, test, release, store and dispatch the proposed material. If those tasks sit with different organisations, keep the relationship visible in the review.
For any licence or registration being claimed, record its identifier, scope and issuing authority. Check the claim with the relevant authority where applicable. Do not infer a pharmacy licence or manufacturing authorisation from a trading name.
Use a requirement-specific checklist
| Review item | Evidence requested | Decision to record |
|---|---|---|
| Contracting party | Legal identity and address | Entity confirmed or clarification needed |
| Operational roles | Named parties and responsibilities | Who handles each stage |
| Material definition | Agreed identity, format and specification | Exact requirement matched or unresolved |
| Documents | Proposed certificate, methods and safety records | What is available and at what stage |
| Changes and complaints | Contact and escalation process | How a changed supply is assessed |
| Commercial scope | Quantity, timing, destination and terms | Confirmed commitments versus estimates |
Copy this table into your own review record and add an owner, evidence link and decision date for each row. A blank checklist is a working aid, not a supplier approval.
Close gaps before commercial commitment
Send specific questions with the quotation reference. Keep “requested”, “received”, “checked” and “accepted” as separate states. A file arriving in an inbox does not establish that it meets the requirement. Escalate technical or jurisdiction questions to an appropriately qualified reviewer.
Prepare the quotation brief once the requirement is clear. Our quality-documentation page explains document enquiries, and the wholesale form keeps requirements together for review. Submission does not guarantee supply.
Framework: ICH Q7 addresses quality responsibilities and material controls in API manufacture. Its scope is specific; this process checklist does not establish that a proposed material or supplier is GMP compliant.