Supplier Change Notification Request Template
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.
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Supplier Change Notification Request Template
Supplier Change Notification
Customer: Acme Precision Ltd Notice no.: SCN-2026-031 Supplier: Northline Castings Inc. Requested by: A. Patel, Process Engineer Proposed effective date: 2027-01-15
Scope of Change
Change type: Manufacturing process Affected parts: HSG-4471, HSG-4472
Description: Move final machining of the bore from a manual lathe to a CNC turning center. Same fixture design and same inspection plan.
Reason: Reduce cycle time and improve repeatability of the bore diameter.
Validation Plan
First article inspection on three lots, capability study on bore diameter, customer approval before shipment.
Impact Review
| Question | Supplier answer | Customer review |
|---|---|---|
| Form, fit or function affected? | ||
| Drawing or specification change needed? | ||
| First article or requalification required? | ||
| Special process or certification affected? | ||
| Packaging or labeling affected? | ||
| Interim stock or last-time-buy needed? |
Decision
| Decision | Conditions | Date |
|---|---|---|
| Approved / Approved with conditions / Rejected |
Approvals
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.
Spot silent supplier changes
An optional review of how receiving and inspection data can reveal undeclared supplier changes.
Optional. The tool and every export work without this. No spam.
How to use this template
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
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.
- 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
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
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.
Frequently Asked Questions
Is this the same as a PCN?
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?
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?
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?
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.
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.
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