Customer-required documentation is a critical part of order fulfillment, ensuring that materials meet quality, compliance, and regulatory standards. Whether dealing with Mill Test Reports (MTRs), Certificates of Compliance (CoCs), or inspection reports, errors or inconsistencies can lead to delays, rejected shipments, or liability risks.
Knowing how to spot red flags in customer-required documentation helps businesses prevent costly mistakes, maintain compliance, and protect their reputation.
In this blog, we’ll cover the most common red flags in customer documentation, why they matter, and how to verify documents before approving shipments.
Why Accurate Customer Documentation Matters
✔ Ensures material compliance – Verifies that metals meet ASTM, ASME, ISO, or other industry standards.
✔ Prevents costly rework or rejections – Catching errors early avoids disputes and delays.
✔ Maintains traceability – Essential for aerospace, medical, defense, and construction industries.
✔ Reduces legal risks – Incorrect documentation can lead to product failures and liability claims.
💡 Example: A supplier ships 316 stainless steel for a food processing plant, but the MTR incorrectly lists it as 304 stainless. If unnoticed, this could lead to corrosion issues and rejected equipment.
Red Flags to Watch for in Customer Documentation
❌ 1. Missing or Incomplete Mill Test Reports (MTRs)
✔ MTRs should include heat number, chemical composition, mechanical properties, and manufacturer details.
✔ If an MTR is missing sections or lacks a heat number, the material cannot be traced.
🚩 Red Flag: MTR is included but missing chemical or mechanical properties.
🚩 Red Flag: No manufacturer name or traceable heat number.
💡 Example: A fabricator receives an MTR without yield strength data, making it impossible to confirm structural integrity.
❌ 2. Conflicting or Incorrect Material Specifications
✔ The material grade on shipping labels, MTRs, and purchase orders should all match.
✔ Any inconsistency means the wrong material may have been shipped.
🚩 Red Flag: MTR says A36 steel, but the purchase order specifies A572 Grade 50.
🚩 Red Flag: CoC lists the material as nickel alloy, but the MTR shows stainless steel.
💡 Example: A customer orders 2205 Duplex stainless, but the MTR provided lists 304 stainless—a critical issue for corrosion resistance.
❌ 3. Altered or Tampered Documents
✔ Look for blurry text, mismatched fonts, or handwritten edits that suggest modifications.
✔ Ensure all documents come from verified sources (e.g., the original mill or supplier).
🚩 Red Flag: A digital MTR has inconsistent formatting or edited values.
🚩 Red Flag: A CoC contains handwritten changes without verification.
💡 Example: A supplier submits an MTR with manually edited chemical compositions—a major compliance issue that could lead to a failed audit.
❌ 4. Incorrect or Missing Certifications
✔ Industries like aerospace, defense, and medical require specific certifications (e.g., ASTM, ASME, DFARS, RoHS).
✔ Missing certifications can lead to compliance failures and rejected shipments.
🚩 Red Flag: The CoC claims material meets ASTM standards, but the MTR doesn’t list ASTM compliance.
🚩 Red Flag: A required DFARS (Defense Federal Acquisition Regulation Supplement) certification is missing for a government contract.
💡 Example: A company supplying materials for military aircraft must meet DFARS compliance, but the documentation lacks country-of-origin details, leading to contract rejection.
❌ 5. Expired or Outdated Test Reports
✔ MTRs and compliance certificates should be from the same production batch.
✔ Old or expired reports may not reflect the actual material properties of the delivered product.
🚩 Red Flag: MTR is dated over a year before the order was placed.
🚩 Red Flag: A test certificate from a supplier does not match the production run.
💡 Example: A customer orders high-strength aluminum sheets, but the provided certification is from a batch manufactured two years ago, raising concerns about quality and traceability.
❌ 6. Lack of Proper Signatures & Verification
✔ Official documents should have authentic signatures and verification stamps from the mill or certifying agency.
✔ Unverified documents can indicate fraudulent or unreliable information.
🚩 Red Flag: MTR is missing mill representative or QA signatures.
🚩 Red Flag: A CoC does not have an authorized company seal or stamp.
💡 Example: A manufacturer requests aerospace-grade titanium, but the certification lacks a quality manager’s signature, making it invalid for aviation use.
How to Verify Customer Documentation Before Approval
✔ Compare documentation to purchase order requirements – Ensure material specs match.
✔ Check for missing or altered data – Look for red flags like handwritten edits.
✔ Confirm MTR heat numbers match physical product labels.
✔ Verify certification requirements – Ensure the material meets ASTM, ASME, or industry-specific standards.
✔ Use digital verification tools – Some companies provide QR codes or tracking systems to authenticate documents.
💡 Example: A receiving inspector cross-checks the MTR heat number with the physical steel bars to ensure full traceability.
Final Thoughts: Why Documentation Accuracy Matters
Receiving incomplete, altered, or incorrect documentation can lead to compliance issues, rejected shipments, and financial losses. Businesses that carefully review all customer-required documentation can avoid risks, maintain regulatory compliance, and ensure product integrity.
🔹 Key Takeaways:
✔ Always check MTRs, CoCs, and inspection reports for missing or incorrect details.
✔ Watch for altered documents, mismatched specifications, and missing certifications.
✔ Ensure all documentation is signed, stamped, and properly dated.
✔ Cross-check documentation against physical product markings.
✔ Reject and report any suspicious or non-compliant documents to suppliers immediately.
📜 Need to verify your customer-required documentation? Following these steps ensures compliance, reduces risks, and prevents costly errors! 🔍✅
