Equipment SAT Checklist and Report Template
The site acceptance test is the formal moment when a machine, installed and running at the customer, is judged against the contract. This template builds a clean SAT report you can fill in on site and export to PDF or Word for signature.
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Site Acceptance Test (SAT) Report Template
Site Acceptance Test Report
Supplier: Northfield Automation Ltd Customer: Harlan Components Inc. Machine: Automated ultrasonic welding and leak test cell Serial number: NA-2026-0417 Purchase order: PO-77105 Location: Plant 2, Line 4 Test date: 2026-11-12
Acceptance criteria
Contracted rate: 14 parts per minute Required yield: 98.5 percent or better over 4 hours Criteria are as defined in the contract and the agreed SAT procedure. Any change must be recorded and signed by both parties.
Site and utilities readiness
| Item | Requirement | Measured | Pass |
|---|---|---|---|
| Electrical supply | Voltage and phase sequence per drawing | ||
| Compressed air | Pressure and dryness per specification | ||
| Floor and anchoring | Level and fixed per layout | ||
| Network connection | Address and ports per IT plan | ||
| Operators | Trained and available for test |
Functional and performance results
| Test | Acceptance criterion | Result | Pass or fail |
|---|---|---|---|
| Safety functions | E-stops, interlocks and guards verified | ||
| Operating modes | Manual, setup and automatic run | ||
| Changeover | Recipe change within agreed time | ||
| Throughput run | Meets contracted rate with production product | ||
| Quality run | Meets required yield and tolerances | ||
| Line integration | Upstream and downstream handshakes |
Outcome
Overall result: Accepted with punch list
Punch list: 1. Replace damaged HMI cable gland (supplier, due 2026-11-19). 2. Add second label to guard door (customer, due 2026-11-16).
Sign-off
This is a starting point, not a legal document. Check payment and warranty start conditions in your contract before signing, because acceptance often triggers both. Adapt the tables to your machine.
Link acceptance to warranty and billing
Optional review of how SAT acceptance can start warranty and trigger invoicing inside your ERP.
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How to use the template
Fill in the header fields before arriving on site: serial number, purchase order, contracted rate and yield. On the day, record measured values in the tables and mark each test pass or fail. Describe any open item in the punch list field with an owner and a due date. The report then assembles into a document with signature lines. Print or export it, collect signatures on site, and attach photographs and raw data as appendices.
- Bring the agreed procedure; the report records its results, it does not replace it.
- Use production product where possible, not substitute samples.
- Record the software versions installed at acceptance.
- Never sign with unresolved safety items.
What acceptance triggers
In most machinery contracts SAT acceptance starts the warranty period and releases a payment milestone, often the final one or a retention release. That is why the wording of the overall result matters. Accepted with punch list should mean the machine is usable and the listed items do not affect safety or contracted performance, with dates for closure. If the contract has no clear definition, agree one in writing before the test, not during an argument at the end of it.
Making the performance test meaningful
Specify duration, product, operator skill level and permitted interventions. A four-hour run with only planned stops measures something different from an eight-hour run with natural variation. Log downtime reasons by category so that disputes about availability can be settled with data. If the customer line is not ready, document the limitation in the report instead of silently moving to a simulated test; the later difference is where claims come from.
Common mistakes
Frequent problems are signing the report before the quality run completes, leaving utilities problems unrecorded so they become supplier issues, and accepting verbal promises instead of a dated punch list. Another is forgetting training: operators who have not been trained during commissioning generate warranty calls in the first month. Close the SAT by confirming spare parts handover, manuals, backups of programs and contact points for support.
Frequently Asked Questions
Who signs a SAT report?
Normally the supplier commissioning lead and a customer representative with authority to accept the machine. Many customers add quality, safety or maintenance sign-offs. Check the contract so the right people sign, because the acceptance date can start the warranty clock and release payment.
Can acceptance be partial?
Yes. Accepted with punch list is common: the machine is accepted subject to closing listed items by agreed dates. Some contracts hold back a small retention until closure. Make sure the items are specific, owned and dated, and that none affect safety or contracted performance.
What if the machine passes FAT but fails SAT?
Investigate the difference: transport damage, utilities, operator practice, product variation or environmental conditions. Record the finding in the report. Responsibility depends on the contract, so keep evidence such as logs and photographs and agree corrective actions and a retest date.
How long should a SAT take?
It depends on complexity. A simple stand-alone machine may need one day, while an integrated line can need a week with ramp-up. Plan the performance run, operator training and punch list review as separate blocks so none are squeezed out by schedule pressure.
If you want SAT sign-off to update warranty start, billing milestones and installed-base records in your ERP automatically, Netray can design that workflow.
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