AS9100 Contract Review Checklist 8.2.3 (Free)

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16 critical items still open - these are the highest-risk gaps.

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1. Customer requirements and documents

Purchase order or contract number, revision and date match the quote or letter of intentCRITICALPart number, drawing revision and model or specification revision are identified and currentCRITICALAll referenced specifications are available to you at the stated revision (material, process, test, workmanship)CRITICALQuantity, delivery date, ship-to and incoterms are stated and unambiguousRequirements not stated by the customer but necessary for intended use are identified and confirmedDifferences between the PO and the quote are resolved and the resolution is recordedCRITICALCustomer-specific quality clauses or quality manual flowdowns are attached and read

2. Technical, process and special requirements

Key characteristics, critical items and special requirements are identified and passed to planningCRITICALSpecial processes are listed with the required approval (customer or Nadcap) for eachCRITICALFirst article inspection requirement (AS9102) is identified, including partial or delta FAI triggersCRITICALRequired test reports, certifications and certificates of conformance are definedMaterial and raw stock traceability and cert requirements are defined, including domestic source clausesConfiguration and change control rules are understood, including customer approval of changesPackaging, preservation, labelling and shipping documentation requirements are identified

3. Capability, capacity and schedule

Required machines, tooling, fixtures and gages exist or have a funded plan and lead timeCRITICALGage and measurement capability is adequate for the tightest tolerance (check the 4:1 or 10:1 ratio basis)Capacity load for the requested delivery date has been checked against the current backlogCRITICALLong-lead material and outside-process lead times fit inside the delivery datePersonnel competence and any required operator or inspector certifications are availableCustomer-furnished material, tooling or software requirements and handling rules are identified

4. Risk, regulatory and contractual terms

Operational risk to on-time delivery and conformity has been assessed and recorded (clauses 6.1 and 8.1.1)CRITICALExport control classification (ITAR or EAR) is identified and the program is cleared for the people handling itCRITICALGovernment flowdowns such as DFARS 252.204-7012 or counterfeit parts clauses are identifiedCRITICALStatutory and regulatory requirements applicable to the product are identifiedWarranty, liability, LTA and price-escalation terms have been read by someone with authorityRight of access and notification clauses for the customer, regulator and flowed-down suppliers are acceptedRecord retention period required by the customer is longer than or equal to your standard and planned for

5. Acceptance, communication and records

A named person has authority and signed to accept the orderCRITICALRequirements are communicated to planning, purchasing, production and quality (traveler, ERP notes, flowdown package)CRITICALOutside providers are selected from the approved list and the PO to them carries all flowdownsAmendments to the order are re-reviewed and the changes communicated to affected functionsCRITICALDocumented information of the review results and any new requirements is retained (8.2.3.2)CRITICALReview records are linked to the order in the ERP so an auditor can retrieve them by PO number

Every critical item must be answered yes before the order is accepted. Open non-critical items need an owner and a due date. Keep the completed checklist with the order record as evidence for clause 8.2.3.2.

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How to use the checklist

Run it twice: once at quote stage to decide if you can bid, and again when the PO arrives to confirm that the order still matches what you quoted. Tick items as you verify them and attach the completed form to the order. The five groups follow the logic of the clause: understand what the customer wants, confirm technical and special requirements, prove you have the capability and capacity, assess risk and contract terms, then accept and communicate. Do not tick an item because it is probably fine. A blank line with a name and a date is better evidence than a ticked box nobody can explain.

What clause 8.2.3 actually asks for

The clause expects the review to cover requirements specified by the customer including delivery and post-delivery activities, requirements not stated but necessary for the specified or intended use, requirements you specify, statutory and regulatory requirements, and differences between the order and what was previously quoted. You must also be able to meet the requirements you accept, and you must retain documented information on the results of the review and on any new requirements. This checklist does not reproduce the standard text; read the current standard for the exact wording and your customer's own supplier quality manual for added requirements.

Review before commitment, not after the order is released
Amendments trigger a new review of the changed items
Verbal orders need confirmation before acceptance
Risk and capacity are part of the review, not a separate exercise

Where reviews usually fail

Most audit findings against contract review are not about a missing form. They come from a drawing revision that changed between quote and order, a special process called out in a note nobody read, a flowdown clause that never reached the outside processor, or a delivery date accepted without checking the heat treat lead time. The critical items in this list target those failures. If your ERP supports it, store the review result as a status on the sales order and block release to the shop floor until it is approved.

Drawing revision differs from the quote
Special process approval not confirmed with the customer list
Export control status unchecked for foreign nationals on the shop floor
Flowdowns not passed to outside providers

Making the review evidence audit-ready

Auditors sample orders and ask to see the review. Make that easy: record the reviewer, the date, the revision of every document reviewed and the decision. Keep the checklist, the quote, the PO and any clarification emails together under the order number. When a customer changes a requirement, re-open the review rather than writing a note on the traveler. For repeat orders on unchanged parts, a short delta review confirming that nothing changed is acceptable if your procedure defines it.

Frequently Asked Questions

Do I need to do a contract review for every purchase order?

Yes, clause 8.2.3 applies to each order or contract, but the depth can scale. A repeat order for an unchanged part can use a documented delta review that confirms revision, quantity, price, date and flowdowns. New parts, new customers and changed requirements need the full review.

Who is allowed to sign the review?

Your procedure decides, but the signer must have the authority to commit the company and enough knowledge of operations, quality and contracts to judge capability. Many shops require two signatures for new parts: the estimator or contracts lead and a quality or operations representative.

How long must contract review records be kept?

AS9100D requires you to retain documented information, and aerospace customers commonly require retention of ten years or more, sometimes the life of the program. Check the PO and the customer quality manual, then use the longest period that applies to the order.

Does a verbal or email order count?

Where the customer does not give a documented statement of requirements, clause 8.2.3 expects you to confirm the requirements before acceptance. Send written confirmation of what you understood and keep the reply or the confirmation with the order record.

If order review lives in email and spreadsheets, we can wire it into your ERP so a sales order cannot release until the review is signed, with the flowdown package attached automatically.

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AS9100 Contract Review Checklist for Clause 8.2.3