A review begins with authority
Before opening a live supplier file, we identify who has instructed the work, who may receive findings, and which written materials define compliance. A checklist without its source policy can hide assumptions, so both are requested where available.
The requirements register
Each requirement is rewritten only enough to make its test explicit. We retain the source wording beside it and record whether the item is mandatory, conditional or informational. This prevents a preference from quietly becoming a disqualifying rule.
The evidence map
Documents are indexed by title, date, issuer, named entity and relevant page. The map lets another reader follow a finding without searching an entire folder. A document’s presence is never treated as proof that it answers the requirement.
Exception classes
Missing means no responsive evidence was located. Inconsistent means two relevant records cannot both be read as accurate without explanation. Clarification advised identifies an ambiguity that the governing process may allow the supplier to address. Out of scope keeps specialist legal, financial or technical conclusions outside a documentary review.
Quality review and issue
A second reader checks material exceptions against the source criteria. The final record includes the review date, documents considered, limitations and unresolved points. Drafts are marked clearly so they cannot be mistaken for an issued memorandum.
Retention and closure
At closure, we confirm the agreed retention period and securely remove working copies when it expires, subject to legal obligations. The client remains responsible for its official procurement record and final supplier decision.