Give every request a consistent reference
The reference is the thread connecting the requirement, quotations, approval, order, delivery and closure. Use it in filenames, registers and relevant communication so documents can be found without relying on personal memory.
- Clear requirement and specification
- Request owner and date
- Budget or approval context
- Consistent reference
- Expected delivery and evidence
Preserve the basis of the decision
The record should show the options obtained, the comparison used and the authorised decision. It does not need to duplicate every conversation, but it should preserve the information necessary to understand the route taken under the organisation's process.
- Quotations or proposals received
- Comparison against the requirement
- Clarifications that affected the offer
- Approval and decision evidence
- Declared exceptions where applicable
Keep vendor communication connected
Delivery changes, substitutions or revised dates can alter the original understanding. Retain material communication against the same request and make the current obligation visible to everyone coordinating receipt.
- Confirmed scope and price
- Delivery date and location
- Approved variations
- Responsible contact
- Open issue and resolution status
Close with evidence, not assumption
A request is not fully closed because the item arrived. Confirm that the agreed delivery was received, relevant acceptance evidence is present, required supporting documents are attached and the final status is reflected in the register.
- Delivery or completion evidence
- Acceptance or discrepancy record
- Invoice and supporting documents
- Payment-status reference where appropriate
- Complete, organised close-out file