Identify the document type
A specification describes an item, a quotation states commercial conditions, a certificate has its stated scope and a test report records stated specimen assessments. Record the type and buying question. Do not use one as automatic evidence for a different purpose.
Check the identities
Compare company or holder name, item reference, date, revision and issuer across the file and project. Record inconsistencies exactly. A familiar logo or matching email domain does not resolve every legal identity or material-scope question.
Request complete readable files
Missing pages, cropped images or unclear numbers can prevent review. Ask for the original complete file or a legible copy. Preserve what was first received and explain the specific field you cannot assess rather than treating a formatting issue as proof of falsity.
Use actual official verification
For issuer-controlled documents, use the issuer's stated official verification method or request direct written confirmation through its official channel. Record the source, date and scope of the result. A tool-generated confidence score is not a substitute for that process.
Assess project applicability
Ask whether the document covers this item, composition, batch or transaction. A valid document may still be outside the scope of the purchase. State the link explicitly and retain the supplier's explanation or applicable evidence.
Handle unresolved questions neutrally
Mark unclear items pending and ask for clarification. Do not publicly accuse a party or label a file false from incomplete information. Keep the question, response and actual result together so the buyer can assess what remains uncertain.
Your document directory
Illustration: an authentic report describes another sample reference. The buyer records verified identity but pending applicability. Use the directory below to keep those review states distinct and ask the issuer or supplier a specific answerable question.
Document type/number/date/full file: [entry] Holder/issuer/item identity: [entries] Completeness and legibility: [notes] Official verification route/result/date: [record] Project item/batch/transaction covered: [scope] Identity verified? [actual result or pending] Applicable to our requirement? [actual result or pending] Clarification question and recipient: [entry] Evidence directory revision and decision: [record]