Prepare the record before asking for evidence
Agree which equipment reference, views and documents are being requested. A list of requested evidence is different from a claim that the equipment has passed an inspection or is ready to ship.
- Label the source and the date supplied, if known.
- Keep requested material and material actually received in separate columns.
- Leave a missing or unclear item open; do not invent its status.
Confirm the record’s subject
Write the seller’s reference and the unit identity provided in the offer. Record the configuration as stated rather than importing specifications from a generic model page. Keep a note of any identity information that has not yet been supplied.
Ask for the agreed material
- Which documents and manuals are included in the written offer?
- Which photographs concern this exact unit, and when were they taken?
- Which accessories or loose items are described as included?
- Which preparation, movement and handover responsibilities are agreed?
- Which unanswered questions need a response before the next step?
Keep a simple register
Use one row per item so that receiving a photograph cannot accidentally mark a whole document set complete.
| Record field | What to write |
|---|---|
| Reference | A short unique label you choose. |
| Source and date | Who supplied the item and when. |
| Unit concerned | The exact unit or offer reference. |
| Status | Not received, received, or question remains. |
| Next question | The clarification still needed. |
Understand the limit
Before the next agreed milestone, read the list alongside the original offer. Highlight missing material and send a numbered follow-up that refers to the exact unit and document.