Sourcing Documentation
A sourcing project produces more paper than it produces decisions. This page sets out the records an order generates, the stage that produces each one, and what each is used for — so procurement stays readable from the requirement to the dispatch.
Everything shown on this page is a layout sample. The document fragments carry fictional placeholder data and stand in for no client document and no certificate.
A record for every handover.
The list follows the order of the stages set out on Our Process. A project also signs a purchase contract with the supplier after the PI, on the terms already agreed with the client, so it is not listed separately here.
| No. | Record | Stage in the order | Purpose | What it is used for |
|---|---|---|---|---|
| 01 | Requirement brief | Before sourcing starts | Sets down what the order has to satisfy: product, quantity, target market, and the material, size, colour and packaging the client asked for. | Sourcing and supplier screening are held against it, and later stages refer back to the brief rather than to a remembered conversation. |
| 02 | Quotation comparison | Once supplier pricing is in | Puts factory pricing side by side under one trade model, so the difference between the resale route and the commission route is visible rather than assumed. | The basis for the price the client accepts and for the model the order is then run under. |
| 03 | Proforma invoice (PI) | Order signing | Records the specification and the commercial terms the client has agreed, in the form the deposit is paid against. | The reference for the run. The purchase contract with the supplier is signed after the PI, so both sides work from the same terms. |
| 04 | Sample approval | Sample stage | Records what the client confirmed on the sample: material, size, colour and packaging. | The reference the bulk is checked against, and the record that shows the sample was approved before the run started. |
| 05 | Pre-production material check note | Production preparation | Records that the incoming material was checked against the approved specification before production began. | Separates a material question from a production question while there is still time to act on it. |
| 06 | Inspection report, with photographs and video | Before shipment | The written result of the pre-shipment check on the finished batch and its packing, together with the photographs and video taken on the visit. | What the client reads before deciding whether to release the goods. Where the order calls for one, a bulk sample is sent alongside it. |
| 07 | Packaging reference | Sample stage, checked again before shipment | Records the retail pack, the carton and the labels confirmed on the sample. | The packed goods are held against it before dispatch, so what arrives is what the sample showed. |
| 08 | Release authorisation | Before dispatch | Records the written approval of the client for the inspection report, or for the bulk sample where the order calls for one. | The condition for dispatch, and the point at which the balance is settled. |
| 09 | Shipping documents | Dispatch | The document set prepared by the documentation team for the shipment. | Moves the goods under the trade terms agreed on the order: FOB as standard, with EXW, CIF or DDP where the order uses them. |
Where a record is issued on the Huntersourcing letterhead, the template is ours and the content belongs to one order. The template itself is not published here.
Two records, shown as layout samples.
A specification and approval sheet, and a batch record line. Both are marked as layout samples in two places: on the fragment itself and in the line beneath it. Neither carries a client document, a certificate or a real batch reference.
Specification and approval sheet
- Reference
- SPEC-EXAMPLE-0000 — layout example only
- Record type
- Specification and sample approval
- Product
- Example product — placeholder line
- Material, size, colour
- As confirmed on the sample
- Packaging
- Retail pack and master carton, as confirmed
- Confirmation
- Approval of the client recorded in writing
- Status
- Layout sample — no client data
Batch record line
- Batch reference
- BATCH-EXAMPLE-0000 — layout example only
- Held against
- The approved sample and the agreed specification
- Check
- Finished batch and packing, before dispatch
- Media attached
- Photographs and video, filed under the batch reference
- Release
- Written approval of the client, recorded before dispatch
The batch check behind the second fragment and the release decision that follows it are set out in full on Pre-Shipment Inspection. What happens after the written release is on Project Delivery.
A document page is not a document.
This page explains how project records are organised. It does not hold them, and it does not stand in for the paperwork of any order.
What this page shows
- The shape of the records Nine record types, listed by the stage that produces each one, with what it is for and where it is used.
- Layout samples, labelled as such The two fragments above show how a record is laid out. They carry fictional placeholder data and are marked as samples in two places each.
- Where each stage is explained The stage order is on Our Process, the batch check and the release on Pre-Shipment Inspection, and dispatch on Project Delivery.
What is not published here
- No client documents Client names, order values, specifications, correspondence and files stay with the project that ordered them.
- No certificates No certification, test report, approval or regulatory document is shown or implied for any product. Where a destination market requires one, it is settled on the order for that market.
- No prices or fee schedule Prices, trade terms and the service rate schedule belong to the pages that carry them, not to a record of the documentation.
- No real batch references Every reference in the fragments above is a placeholder of the field it occupies.
Records are issued to the client who ordered them and held in that project file. This page describes how they are organised; it does not reproduce any of them.
Paper, sample and report.
Each figure below is a placeholder labelled with the size it should be replaced at, so real photography of the record set can drop straight in.
Tell us what the order has to record.
Send the product, the specification and the market you are selling into. We will confirm which records your project produces, what each one carries and who signs it off.