Template for Supplier Notification of Audit

GStough

Leader
Super Moderator
Good afternoon,

I wonder if anyone has an example of a template that is used for notifying suppliers when you plan to perform an audit. In my company, we communicate and confirm audit dates via email, primarily. However, I was informed today that I must develop a template to use going forward to notify suppliers when we need to audit them.

If anyone has a generic or sanitized template that you could share, I would appreciate it very much. I looked briefly in the Post Attachments List, but didn't see anything that looked appropriate.

Thanks....
 

Mikishots

Trusted Information Resource
I've always used the format that our AS9100C registrar uses (in the notifications they send us). Seems to work well, and we just modify the areas to suit.
 
C

crager34

I put this on letter head and attach to an email. This is for our standard compliance audit.

November 11, 2014


Company Name
Address
City, State, Zip

Subject: Audit XYZ

Contact Person name,

Our comany (name) will perform an audit of (Their company name) facility November 24 – 26, 2014 at your (city) location. The purpose and scope of this audit is to ensure (i.e. ISO 9001-2008, NCA-3800, 10CFR50 Appendix B) requirements are being fully implemeneted.

The audit will be performed by (auditor name) in accordance with (your company name) associated checklists.

Should you have any questions please contact me.


Sincerely,


Name
Title
Phone [email protected]
 
P

PaulJSmith

Out of curiosity, is this a new internal requirement, or from a customer? What was the rationale behind it vs using your established method of email?
 
N

NAVYBILL

This is a letter we use to inform our Supplier of an upcoming audit. We leave the it as generic as possible , so that we can get a good measure of the supplier.
[Date]
[Company Name]
[Address]
[City, State, Zip]

Subject: Notification of Audit, [ XXXXXXXXXXXXXXX ]

[Contact Person name]:
I hereby wish to inform you that our internal audit team will be conducting an audit on the Quality Management System of your company on [Date], located at:[site location]
The purpose of this audit is to examine and review your capability and conformance to [standard] per the agreed upon contract.
I am sure this exercise will be useful to your company besides us. There should be no restriction or limitation on the scope of this audit and in whatsoever circumstances, the internal audit staff shall have unrestricted access to all company records, property and personnel.
The audit is scheduled to take approximately [timeframe] to complete and should there be any areas of improvement in the system, we will discuss them with you together with our recommendations.
In order for us to work as efficiently as possible, it is understood that your co-operation is greatly appreciated.
Thanks and regards,
 
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