# Supplier Lot Rejection Notice Template > Source: https://netray.co/tools/supplier-lot-rejection-notice-template > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer Fill in and export a formal notice telling a supplier a lot failed incoming inspection, with defect detail, sample results and requested actions. ## Category quality ## Audience - Receiving inspector - Supplier quality engineer - Buyer ## Tool **Kind:** template **Output:** document **Fields:** #### Your company **Key:** company **Type:** text **Default:** Acme Precision Ltd #### Supplier name **Key:** supplier **Type:** text **Default:** Northfield Castings Inc #### Notice number **Key:** notice_no **Type:** text **Default:** LRN-2026-0147 #### Notice date **Key:** date **Type:** date **Default:** 2026-10-20 #### Purchase order **Key:** po **Type:** text **Default:** PO-480221 #### Part number and revision **Key:** part_no **Type:** text **Default:** BRK-1001 Rev C #### Lot quantity **Key:** lot_qty **Type:** text **Default:** 1,200 pcs #### Sample size and plan **Key:** sample **Type:** text **Default:** 80 pcs, single sampling, AQL 1.0 major #### Defectives found **Key:** found **Type:** text **Default:** 7 (accept number 2) #### Defect description **Key:** defect **Type:** textarea **Default:** Bore diameter out of tolerance on 7 of 80 parts. Drawing requires 25.00 +0.02 / -0.00 mm. Measured range 25.03 to 25.06 mm. #### Requested disposition **Key:** disposition **Type:** select **Options:** - Return to vendor - Sort and replace at supplier cost - Rework at supplier cost - Use as is with concession **Default:** Sort and replace at supplier cost #### Response due date **Key:** due **Type:** date **Default:** 2026-10-27 **Blocks:** #### Supplier Lot Rejection Notice **Body:** From: {{company}} To: {{supplier}} Notice no.: {{notice_no}} Date: {{date}} #### Lot details **Table:** **Columns:** - Item - Detail **Rows:** **0:** Purchase order **1:** {{po}} **0:** Part and revision **1:** {{part_no}} **0:** Lot quantity **1:** {{lot_qty}} **0:** Sample plan **1:** {{sample}} **0:** Defectives found **1:** {{found}} #### Nonconformance **Body:** {{defect}} #### Requested disposition **Body:** {{disposition}}. Please confirm the action and a planned replacement date. #### Supplier response required by {{due}} **Body:** Please provide: containment actions taken at your site, root cause, corrective action, and a date for effective implementation. Identify the suspect material still in your stock or in transit. #### Approvals **Signatures:** - Receiving inspector - Supplier quality engineer - Supplier acknowledgement **Notes:** This is a starting template, not legal advice. Check your purchase order terms and quality agreement for rights on rejection, sorting charges and return shipping. Attach inspection data and photos when sending. ## Content **Intro:** When a lot fails incoming inspection, a clear written notice protects your claim and gets the supplier started on containment. This template captures the facts a supplier needs in one page. **Sections:** #### How to use it **Body:** Fill in the lot, sample and defect fields from your inspection record. Write the defect with the requirement and the measured values, since vague descriptions slow the supplier's investigation. Pick the disposition you want and set a response date that is realistic, commonly five to ten working days for containment and root cause. Export to PDF and attach photographs, measurement data and the inspection report. #### What a good notice contains **Body:** It identifies the lot, shows how the failure was found, states the requirement against the finding, and tells the supplier what you expect and by when. Keep it factual and specific. Include the sampling plan and accept number so the supplier can see why the lot failed rather than a few bad parts. **Bullets:** - Purchase order, part, revision and lot or batch number - Requirement versus measured value - Sampling plan and accept or reject numbers - Disposition requested and who pays - Response deadline and contact #### Common mistakes **Body:** Sending a notice without evidence, failing to quarantine the material in the ERP, and not tracking the supplier's response. Record the notice number against the receipt so the stock stays blocked until the decision. If the issue repeats, escalate to a formal supplier corrective action request under your quality agreement. **Cta:** If rejected lots are tracked by email and spreadsheets, Netray can help link notices to receipts and purchase orders in your ERP. **Faq:** #### How quickly should I notify the supplier? **Answer:** As soon as the decision is made, ideally the same day. Fast notice limits further shipments of suspect product and may be required by the terms of your purchase order or quality agreement. #### Do I need a supplier corrective action request as well? **Answer:** For a one off lot rejection, this notice may be enough. For repeated or serious issues, issue a formal corrective action request requiring root cause analysis and verification of effectiveness. #### Who pays for sorting or return freight? **Answer:** That depends on your purchase terms and quality agreement. State the expected disposition and cost position in the notice, and have commercial or legal review wording if the amounts are significant. #### What evidence should I attach? **Answer:** Attach the inspection record, measurement data, photos with scale, the drawing section for the failed characteristic and any packing label showing lot identity. Evidence allows the supplier to reproduce the finding. ## Search terms supplier rejection notice template, lot rejection letter to supplier, incoming inspection rejection form, rejected material notification, supplier nonconformance notice, material rejection notice format, reject lot notification template, return to vendor notice --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json