Supplier Specification Verification

Aligned with SQF Code Edition 9 – System Element 2.3.2

Requirement Overview

According to SQF Code Edition 9, System Element 2.3.2 requires:

“Documented procedures shall be established to verify that suppliers meet specified requirements for raw materials and packaging.”

This provision supports consistent material quality, food safety assurance, and regulatory compliance throughout the supply chain.

Disclaimer: Food Safety Systems is not affiliated with or endorsed by the Safe Quality Food Institute (SQFI). This article is for informational purposes only. For official SQF documentation, visit www.sqfi.com.

Key Compliance Objectives

  • ✓ Establish a formal supplier verification procedure

    ✓ Maintain evidence of compliance for all approved suppliers

    ✓ Address non-conformances promptly and effectively

    ✓ Continuously monitor and evaluate supplier performance

Step-by-Step Implementation Guide

1. Develop a Supplier Verification Program

  • The program should include:

    • • Pre-approval documentation (e.g., audits, certifications, samples)

      • Risk-based verification frequency

      • Ongoing monitoring (e.g., COA reviews, scorecards)

    Evidence to Maintain:

    • • Documented supplier approval process

      • Risk assessment matrix and supplier classification

      • Verification SOP approved by management

2. Apply Verification Methods

  • Acceptable methods include:

Method Frequency Responsible Party
COA (Certificate of Analysis) Review Per shipment Receiving / QC
On-site Supplier Audits Annually (for high-risk) QA / Food Safety Team
Third-Party Certifications As issued Procurement / QA
Product Testing Rotational (e.g., quarterly) QA / External Labs

  • Evidence to Maintain:

    • • Verified COAs

      • Audit reports and checklists

      • Testing results and frequency logs

3. Manage Supplier Non-Conformances

  • Escalation Process:

    • 1. Immediate isolation or quarantine

      2. Root cause analysis (RCA)

      3. Corrective action request (SCAR)

      4. Supplier performance demerit or removal

    Evidence to Maintain:

    • • Non-conformance reports

      • Corrective action logs with validation

      • Records of supplier communication

4. Review and Continuously Improve the Program

  • Ongoing System Checks:

    • • Monthly or quarterly supplier scorecard evaluations

      • Annual program effectiveness review

    Evidence to Maintain:

    • • Supplier performance trend reports

      • Annual verification system audit

      • Documentation of program changes or improvements

Common Audit Findings & Recommended Fixes

Audit Finding Corrective Strategy
No supplier verification records Create a centralized digital supplier database
Inconsistent or missed testing Schedule testing and link results to risk ranking
Use of unapproved suppliers Implement supplier approval workflow and gatekeeping
Weak or missing SCARs Train staff on root cause and corrective action plans

Auditor’s Checklist for SQF System Element 2.3.2

Auditors may request:

  • • Supplier approval records and supporting documents

    • COA and specification comparison logs

    • Records of audits, corrective actions, and verifications

    • Interviews with receiving and procurement staff

Supplier Verification Implementation Roadmap

Build Your Program

  • ✓ Create a documented supplier approval and verification procedure

    ✓ Conduct a risk assessment of all current and new suppliers

Onboard and Approve Suppliers

  • ✓ Collect initial compliance documents

    ✓ Verify using site audits or certification review

Operate and Monitor

  • ✓ Review COAs and test results

    ✓ Maintain updated records for each shipment or transaction

Improve and Optimize

  • ✓ Analyze trends in supplier performance

    ✓ Hold annual review meetings and adjust procedures

Why This Matters?

A strong supplier verification program:

  • ✓ Ensures raw materials and packaging meet your quality standards

    ✓ Prevents food safety risks and regulatory violations

    ✓ Strengthens relationships with reliable vendors

    ✓ Enhances audit preparedness and certification standing

Need Support Designing or Digitizing Your Supplier Verification Program?

Food Safety Systems offers:

  • ✓ Supplier verification SOP templates and audit-ready forms

    ✓ Risk assessment and scoring tools

    ✓ Training for QA and procurement teams

    ✓ Review checklists and annual audit prep kits

GET STARTED NOW

This document is for internal training and compliance use only. It is not affiliated with or endorsed by the Safe Quality Food Institute (SQFI).

Please refer to www.sqfi.com for official certification requirements.