# Supplier Change Notification Request Template

> Source: https://netray.co/tools/supplier-change-notification-request-template
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

A form for suppliers to declare a change to process, material, tooling or manufacturing site, and for you to record the review decision.

## Category

quality

## Industry

Discrete Manufacturing

## Audience

- Supplier quality
- Buyer
- Quality engineer

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Customer company

**Key:** buyer_company

**Type:** text

**Default:** Acme Precision Ltd

#### Change notice number

**Key:** scn_no

**Type:** text

**Default:** SCN-2026-031

#### Supplier name

**Key:** supplier

**Type:** text

**Default:** Northline Castings Inc.

#### Supplier requester

**Key:** requested_by

**Type:** text

**Default:** A. Patel, Process Engineer

#### Affected part numbers

**Key:** part_nos

**Type:** text

**Default:** HSG-4471, HSG-4472

#### Change type

**Key:** change_type

**Type:** select

**Options:**

- Manufacturing process
- Raw material
- Tooling or equipment
- Manufacturing site
- Subcontractor
- Packaging
- Other

**Default:** Manufacturing process

#### Proposed effective date

**Key:** effective_date

**Type:** date

**Default:** 2027-01-15

#### Description of change

**Key:** description

**Type:** textarea

**Default:** Move final machining of the bore from a manual lathe to a CNC turning center. Same fixture design and same inspection plan.

#### Reason for change

**Key:** reason

**Type:** textarea

**Default:** Reduce cycle time and improve repeatability of the bore diameter.

#### Validation planned

**Key:** validation

**Type:** textarea

**Default:** First article inspection on three lots, capability study on bore diameter, customer approval before shipment.

**Blocks:**

#### Supplier Change Notification

**Body:** Customer: {{buyer_company}}
Notice no.: {{scn_no}}
Supplier: {{supplier}}
Requested by: {{requested_by}}
Proposed effective date: {{effective_date}}

#### Scope of Change

**Body:** Change type: {{change_type}}
Affected parts: {{part_nos}}

Description:
{{description}}

Reason:
{{reason}}

#### Validation Plan

**Body:** {{validation}}

#### Impact Review

**Table:**

**Columns:**

- Question
- Supplier answer
- Customer review

**Rows:**

**0:** Form, fit or function affected?

**0:** Drawing or specification change needed?

**0:** First article or requalification required?

**0:** Special process or certification affected?

**0:** Packaging or labeling affected?

**0:** Interim stock or last-time-buy needed?

#### Decision

**Table:**

**Columns:**

- Decision
- Conditions
- Date

**Rows:**

**0:** Approved / Approved with conditions / Rejected

#### Approvals

**Signatures:**

- Supplier representative
- Customer supplier quality
- Customer engineering
- Customer purchasing

**Notes:** Many customer contracts and standards such as AS9100 and IATF 16949 expect suppliers to notify and get approval before certain changes. Check your own supplier quality agreement for the exact trigger list. This is a starting point, not legal advice.

## Content

**Intro:** A supplier change notification is the document a supplier sends before changing how, where or from what your part is made. This template gives both sides one place to describe the change, the validation plan and the approval decision.

**Sections:**

#### How to use this template

**Body:** Send the blank form to suppliers as part of onboarding, or fill it in yourself when you hear about a change informally. Complete the scope, the reason and the validation plan, then add the impact questions. The customer side reviews each answer and records one of three decisions. Export to PDF or Word and file it against the supplier record. Do not accept shipment of changed parts until the decision is recorded and any required first article is done.

#### Which changes need notification

**Body:** Your supplier quality agreement defines the list, but common triggers are consistent across industries. Anything that could affect form, fit, function or reliability should be on it.

**Bullets:**

- Change of manufacturing site or relocation of equipment
- Change of raw material grade, source or heat treatment
- New or changed special process, such as plating or welding
- New tooling, major equipment replacement or process parameters
- Change of subcontractor for a controlled process
- Change of key packaging or labeling method

#### Reading the review

**Body:** Approval with conditions is the most useful outcome. Typical conditions are a first article inspection on the first lot, a lot-by-lot capability report for a set period, or a segregation rule so changed and unchanged stock are not mixed. Record the conditions with a date so someone checks they were met. Reject a change when the supplier cannot show validation evidence, even if the reason sounds sensible.

#### Common mistakes

**Body:** Treating a change as minor because the supplier says so is risky. Another mistake is approving by email with no record, which fails the next audit. Also watch for silent changes: compare certificate of conformance details, packaging and gauge results on arriving lots against the last approved state, and ask when anything looks different.

**Cta:** Netray can help flag silent supplier changes by comparing receiving and inspection data in your ERP against the approved baseline, entirely inside your own environment.

**Faq:**

#### Is this the same as a PCN?

**Answer:** A product or process change notification (PCN) is the same idea, a formal notice of a change. The term PCN is common in electronics, while supplier change notification is used more broadly. The content is similar.

#### How much notice should a supplier give?

**Answer:** Contracts often ask for 30 to 90 days, longer for site moves or qualified special processes. Set the notice period in your supplier quality agreement, based on how long your requalification takes.

#### Do I need to approve every change?

**Answer:** Only the changes on your agreed trigger list. Define which changes need approval and which need notification only, so suppliers do not flood you with trivial notices.

#### Where should the record be kept?

**Answer:** Attach it to the supplier or part record in your ERP or quality system so it is found during audits and when investigating later defects.

## Search terms

supplier change notification form, process change notification template, supplier change request form, pcn template manufacturing, supplier notification of change, change control supplier template, supplier process change approval

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