Appendix 2 — List of Approved Suppliers of Products and Services
Parent procedure: 06 – Externally Provided Products and Services
Purpose
To maintain a single, current register of all suppliers that have been evaluated and approved to provide critical products or services to the laboratory. Only suppliers listed here with a status of "Approved" or "Conditionally approved" may be used for critical items.
Instructions
- The Quality Manager updates this list whenever a supplier evaluation is completed or a supplier's status changes.
- Before placing an order for a critical product or service, purchasing personnel verify that the supplier appears on this list with an active approval status.
- Expired approvals must be flagged and the supplier re-evaluated before further use.
- Never delete a supplier from this list. When a supplier is no longer approved, change its status to "Withdrawn" and record the date and reason. The historical record supports traceability.
Register of Approved Suppliers
Reference materials and certified reference materials
| Supplier name | Products supplied | Accreditation / certification | Cert. number | Approval status | Approval date | Next re-evaluation | Conditions / notes |
|---|---|---|---|---|---|---|---|
| [Enter] | [e.g., Multi-element ICP standards] | [e.g., ISO 17034] | [Enter] | ☐ Approved · ☐ Conditional · ☐ Withdrawn | [Date] | [Date] | [Enter] |
| [Enter] | [e.g., Cathode material CRMs] | [e.g., ISO 17034] | [Enter] | ☐ Approved · ☐ Conditional · ☐ Withdrawn | [Date] | [Date] | [Enter] |
Reagents and chemicals
| Supplier name | Products supplied | Accreditation / certification | Cert. number | Approval status | Approval date | Next re-evaluation | Conditions / notes |
|---|---|---|---|---|---|---|---|
| [Enter] | [e.g., Trace-metal grade acids] | [e.g., ISO 9001] | [Enter] | ☐ Approved · ☐ Conditional · ☐ Withdrawn | [Date] | [Date] | [Enter] |
| [Enter] | [e.g., HPLC-grade solvents] | [Enter] | [Enter] | ☐ Approved · ☐ Conditional · ☐ Withdrawn | [Date] | [Date] | [Enter] |
Calibration services
| Supplier name | Services supplied | Accreditation | Cert. number | Accredited scope | Approval status | Approval date | Next re-evaluation | Conditions / notes |
|---|---|---|---|---|---|---|---|---|
| [Enter] | [e.g., Balance calibration] | [e.g., ISO/IEC 17025] | [Enter] | [Enter] | ☐ Approved · ☐ Conditional · ☐ Withdrawn | [Date] | [Date] | [Enter] |
Subcontracted testing
| Supplier name | Services supplied | Accreditation | Cert. number | Accredited scope | Approval status | Approval date | Next re-evaluation | Customer notification required |
|---|---|---|---|---|---|---|---|---|
| [Enter] | [e.g., SEM particle morphology] | [e.g., ISO/IEC 17025] | [Enter] | [Enter] | ☐ Approved · ☐ Conditional · ☐ Withdrawn | [Date] | [Date] | ☐ Yes · ☐ No |
Equipment maintenance and repair
| Supplier name | Services supplied | Qualification | Approval status | Approval date | Next re-evaluation | Conditions / notes |
|---|---|---|---|---|---|---|
| [Enter] | [e.g., ICP-OES annual service] | [e.g., Manufacturer-authorized] | ☐ Approved · ☐ Conditional · ☐ Withdrawn | [Date] | [Date] | [Enter] |
Gas supplies
| Supplier name | Products supplied | Grade / specification | Approval status | Approval date | Next re-evaluation | Conditions / notes |
|---|---|---|---|---|---|---|
| [Enter] | [e.g., Argon 5.0] | [e.g., 99.999% purity] | ☐ Approved · ☐ Conditional · ☐ Withdrawn | [Date] | [Date] | [Enter] |
Proficiency testing providers
| Supplier name | PT schemes used | Accreditation | Cert. number | Approval status | Approval date | Next re-evaluation | Conditions / notes |
|---|---|---|---|---|---|---|---|
| [Enter] | [e.g., Trace metals in water] | [e.g., ISO/IEC 17043] | [Enter] | ☐ Approved · ☐ Conditional · ☐ Withdrawn | [Date] | [Date] | [Enter] |
Summary
| Category | Total suppliers | Approved | Conditionally approved | Withdrawn |
|---|---|---|---|---|
| Reference materials / CRMs | ||||
| Reagents and chemicals | ||||
| Calibration services | ||||
| Subcontracted testing | ||||
| Equipment maintenance | ||||
| Gas supplies | ||||
| PT providers | ||||
| Total |
Last updated: [Date] — Updated by: [Name]
Adapt this template
Add or remove supplier categories to match your laboratory's needs. Some laboratories include software providers or training providers as separate categories. The key requirement is that every critical supplier is listed, evaluated, and monitored.