When a supplier tells you an issue is fixed, you need a working route from claim to documented decision. The buyer job is to turn that verbal or written claim into verifiable evidence linked to the original defect, the corrective steps, and an objective recheck. This creates the record you need to accept goods, require rework, or escalate. This article gives a practical sequence: define acceptance, request specific evidence, verify by recheck or inspection, test and compare results, and assemble a decision file. Each step explains what to ask for and what to log so the next sourcing choice is visible and defensible.

Define what fixed means before you ask for evidence

Start by translating the supplier claim into measurable acceptance criteria tied to the original failure. Identify the defect type, the required specification or tolerance, and how many units must meet that spec for the batch to be acceptable. Without this baseline the supplier may send generic proof that does not address the root cause.

Decide the sample size and acceptance threshold before you request items. For example, specify whether you need a single corrected unit, a representative sample from the corrected production run, or confirmation that all units in a specific lot were corrected. State the time window for the evidence so you do not receive pre-fix photos or unrelated results.

Request specific documentary and visual evidence

Ask for a clear package of evidence that links the corrective action to production. Useful items include dated photos, time-stamped video of the operation or test, before-and-after measurement logs, inspection checklists, updated work instructions, and records of tool changes or machine settings. Each item should reference the affected lot or serial numbers.

Make the request precise so the supplier cannot supply ambiguous materials. Tell them which defects each item is intended to show fixed and require a short narrative that explains how the corrective step eliminated the failure mode. When an internal test is provided, ask for raw data files or batch test output, not only a summary statement.

• Dated photos with lot numbers and ruler or measurement in frame
• Short video showing the process step and end item function
• Measurement logs or inspection data with operator initials
• Revised work instruction or standard operating procedure entry
• Batch or process records tied to the corrected units

Plan and commission a recheck instead of relying on supplier claims

A recheck turns evidence into an independent verification. Decide whether to perform your own inspection, hire a third-party inspector, or request a joint inspection with the supplier. Define the sampling method, who selects samples, and where the recheck will occur. If you need speed, a remote video inspection can be useful, but it must follow a documented script.

Use your Corrective Action Follow-Up Template and the Quality Inspection Report Template to structure the recheck. That ensures the recheck asks the same questions the initial failure raised and records acceptance or residual issues in a standard format. Record the recheck date, inspector name, sample identifiers, and a photo log.

Specify testing requirements and how to compare results

When function or safety is involved, require the tests that demonstrate performance. Indicate whether tests must be destructive, functional, environmental, or dimensional, and whether the supplier's in-house test is sufficient or an accredited lab is needed. Request raw test data, test conditions, and calibration certificates for test equipment when relevant.

Compare new results to the original failing evidence. Ask the supplier to map each test or check to the original nonconformance and show how the result changed. If results are mixed or borderline, define an escalation trigger such as repeating the test with a larger sample, moving to an independent lab, or requesting process capability data.

Assemble a decision record that ties evidence to choice

Create a single decision file that contains the claim, the acceptance criteria, every piece of evidence, the recheck report, and your decision rationale. Index the evidence so reviewers can trace any item back to the lot, date, and corrective action. Note who approved each step and any costs or time impacts tied to rework, retest, or replacement.

Include a short conclusion for possible outcomes: accept and ship, accept with conditions, require rework and re-inspection, or reject and escalate. For each outcome log the corrective action effectiveness assessment and any open follow-up items. This record supports a clear sourcing choice and helps in future supplier audits.

• Index: claim, acceptance criteria, evidence list, recheck report, decision note
• Attach cost and schedule impacts where applicable
• Record approvals and next actions with owner and deadline

Choose next steps and when to involve specialists

Use the evidence file to choose a path: accept, require rework, hold shipment, or switch corrective strategy. Base the choice on whether the new evidence directly addresses the root cause and whether recheck results meet the predefined acceptance criteria. If evidence is incomplete or inconsistent, do not accept by default; instead require defined follow-up steps.

Bring in specialists when test complexity, regulatory risk, or technical uncertainty exceed your team's capacity. A quality engineer, industrial testing lab, or technical consultant can validate methods, verify statistical sampling, or audit the corrective process. Note in your decision record when specialist input was needed and what it changed in the outcome.

Send the supplier a short evidence request that lists acceptance criteria, required items, and your recheck plan, and set a deadline for their response.