Translate customer expectations into specifications
Words such as premium, low dust and strong odor control can mean different things to different buyers. Identify the characteristics that matter and ask how they can be described or measured for the selected product.
Relevant items may include material composition, appearance, particle size, moisture, bulk density, clumping behavior, dust, fragrance and pack condition. Not every item belongs in every specification.
Use samples and methods consistently
Keep a record of the approved sample and the conditions used to assess it. When a characteristic is important, define the method and acceptance criterion instead of relying only on photographs or general descriptions.
If the buyer and supplier use different methods, they can obtain different, non-comparable results. Resolve the method before it becomes an order dispute.
Confirm the inspection arrangement
State which characteristics will be checked, how samples will be selected, which records are required and who is responsible for approval. Requirements for third-party inspection should also be included in the order terms.
The inspection plan must match the agreement. Buyers should not assume that every development test automatically becomes a routine batch check.