Suspected Unapproved Parts Receiving Checklist

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

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Paperwork and traceability

Release document is present and matches the part number and serial number on the unitCRITICALRelease document is issued by an organisation approved for that work, and the approval reference is legibleCRITICALQuantity, batch or lot and description on the document match the partCRITICALDocument is the original or an accepted certified copy, with no sign of alterationCRITICALDates are logical (manufacture, repair and release dates are in order)Traceability back to the manufacturer or approved repair source is available for the purchaseRemarks block refers to the work done and the data usedLife limited parts arrive with their full back to birth historyCRITICALStatus of any Airworthiness Directives or modifications is stated where applicable

Part identification and marking

Part number marked on the unit matches the paperworkCRITICALSerial number plate is original, riveted or fixed correctly and not re-stampedFonts, spacing and marking method look consistent with a genuine unitModification status or dash number on the plate matches the documentNo evidence of removed or painted over labels or data platesManufacturer or approval marks (such as PMA or TSO marks) are present where requiredPart is compared with the illustrated parts catalogue or a known good sample where one exists

Physical condition and packaging

Packaging is original or appropriate to the part type and protects against damageSeals, tamper tapes and protective caps are intact where suppliedNo unexplained corrosion, fresh paint, cleaning marks or tool marksNo signs of fire, impact, water ingress or use beyond the declared statusElastomers and shelf life items are within their limits, with cure or manufacture date visibleCRITICALElectrical connectors and fittings are undamaged and cleanSoftware or firmware level is recorded where the part contains programmable items

Supplier and purchase checks

Supplier is on your approved vendor list, or the purchase went through the approval routeCRITICALPurchase order requirements (condition, release type, certificate) are metPrice is not far below normal market for the part and conditionShipping origin and route are consistent with the supplier declared locationAny unusual urgency, change of bank details or unusual shipping request has been checked

Disposition and reporting

Suspect parts are tagged, segregated and recorded in a quarantine locationCRITICALPhotos of marks, plates and documents are saved to the receiving recordQuality department is notified and decides on supplier contact and reportingCRITICALRequired reporting to the authority is considered by the quality managerPart is not returned to the supplier or scrapped until quality releases itOutcome of the case is recorded for supplier evaluation

Every critical item must be answered yes before the part is accepted into serviceable stock. Any critical item answered no means the part goes to quarantine and the case goes to your quality department.

Receiving hold workflow in your ERP

Optional review of how quarantine and release statuses are enforced in your system.

Optional. The tool and every export work without this. No spam.

How to use the checklist

Work through the groups in order on every incoming safety relevant part, or on a sampling plan agreed with your quality department for lower risk items. Tick each item as checked. Critical items are marked because failure of any one of them is a reason to stop and quarantine. Save the completed list or export it to PDF and attach it to the receiving record so there is evidence of what was checked.

Do not accept on a verbal assurance
Photograph plates and documents
When in doubt, quarantine and ask quality

What the checks are looking for

Unapproved parts rarely announce themselves. The signs are small: a release document with the wrong approval reference, a serial plate that has been re-stamped, fresh paint over a data plate, dates that do not add up, or a price far below the market. No single sign proves a part is unapproved, but a pattern of small mismatches justifies a hold. The checklist forces the inspector to compare paperwork against the physical unit rather than checking each in isolation.

Common mistakes

Common failures include trusting a document because it looks official, skipping checks on small hardware or consumables, and returning a suspect part to the supplier before quality has seen it. That last action can destroy evidence and send the part back into the supply chain. Make sure stores staff understand that they may not release a quarantined item, even to a senior manager, without a recorded quality decision.

Hardware and consumables can be unapproved too
Keep the suspect part and its packaging
Record who tagged it and when

Frequently Asked Questions

What is a suspected unapproved part?

It is a part that may not conform to an approved design, may have been produced or repaired without authority, or has documents that do not support its claimed status. The term covers counterfeit, bogus and fraudulently documented parts.

Does this checklist replace my procedures?

No. It is a general aid. Your approved procedures, quality system and regulator requirements take priority, and your quality department decides what must be checked and reported.

Which parts need the full checklist?

Apply it to all safety relevant parts and to any part with unusual risk, such as a new supplier or a price well below market. Lower risk items can follow a sampling plan that quality approves.

What should I do if I suspect a part?

Stop, tag and segregate the part, keep all packaging and documents, take photographs and inform your quality manager. Do not return it, scrap it or install it until quality has made a decision.

If you want these checks enforced as hold statuses in your ERP receiving flow, we can help you set up the rules and the quarantine workflow.

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