Supplier Lot Rejection Notice Template
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.
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Supplier Lot Rejection Notice Template
Supplier Lot Rejection Notice
From: Acme Precision Ltd To: Northfield Castings Inc Notice no.: LRN-2026-0147 Date: 2026-10-20
Lot details
| Item | Detail |
|---|---|
| Purchase order | PO-480221 |
| Part and revision | BRK-1001 Rev C |
| Lot quantity | 1,200 pcs |
| Sample plan | 80 pcs, single sampling, AQL 1.0 major |
| Defectives found | 7 (accept number 2) |
Nonconformance
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
Sort and replace at supplier cost. Please confirm the action and a planned replacement date.
Supplier response required by 2026-10-27
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
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.
Automate supplier notices from your ERP
Optional: we can look at generating rejection notices and tracking responses directly from inspection lots in your ERP.
Optional. The tool and every export work without this. No spam.
How to use it
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
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.
- 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
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.
Frequently Asked Questions
How quickly should I notify the supplier?
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?
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?
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?
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.
If rejected lots are tracked by email and spreadsheets, Netray can help link notices to receipts and purchase orders in your ERP.
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