Before the test
Identify the ordered configuration, drawing revisions, test medium, calibrated instruments, measurement locations, pass criteria and responsible signatories.
Supplier due diligence
UHT Supplier Evidence & Delivery Checklist
Use this checklist to turn manufacturer, performance, project, and service claims into documents and acceptance criteria that can be verified before purchase.
Before placing an order, verify the legal supplier identity, quoted model, technical capability, certificates, references, and delivery responsibilities.
Factory acceptance evidence
Keep the test, the material and the result together
A dry functional check, a water run and a representative food-product run answer different questions. Agree the claim each test is intended to support.
During the test
Keep time-aligned temperature, pressure and flow records with alarms, diversions, operating states, samples and deviations. Preserve the raw record as well as a summary.
At handover
Close deviations or assign an agreed action. Deliver approved drawings, schedules, control backups, manuals and training records within the contracted supply boundary.
Evidence hierarchy
What credible supplier evidence looks like
Identity and authority
Verify the legal contracting entity, registered address, payment beneficiary, manufacturing or integration location, authorized signatory, export authority, warranty provider, and relationship between the website, seller, and factory.
Model-specific technical evidence
Require a numbered data sheet, process basis, P&ID, layout, material and instrument lists, utility schedule, control narrative, standards list, process guarantee, exclusions, and revision history tied to the quotation.
Acceptance and service evidence
Agree the FAT protocol, calibrated instruments, test medium, pass criteria, documentation package, packing, installation boundary, commissioning, validation support, training, spares, warranty, response times, and final signoff.
Claim verification
Match each sales claim to evidence and acceptance
| “Manufacturer” | Verify the legal entity, factory address, equipment ownership, production process, quality records, serial-number control, and whether fabrication is subcontracted. |
|---|---|
| “Sanitary design” | Request the applicable standard, material certificates, surface-finish requirement, weld and passivation records, drainability and dead-leg review, elastomer list, and cleanability acceptance. |
| “Guaranteed capacity” | Define the exact product, inlet and outlet conditions, stable run duration, acceptable turndown, utilities, product loss, cleaning allowance, filler interface, and remedy if the guarantee is missed. |
| “Completed projects” | Request a relevant anonymized evidence pack or permitted reference covering product, capacity, delivered scope, commissioning date, documented acceptance, and the supplier's actual role. |
| “Commissioning support” | State days, location, language, travel cost, prerequisites, responsibility for utilities and product, process-validation boundary, training deliverables, remote access, and post-startup response. |
Buyer package
Information needed for comparable quotations
- Product formula, viscosity, particles, pH, and heat sensitivity
- Target L/h capacity, daily production schedule, and cleaning window
- Required process outcome, heating preference, scheduled-process authority, and filling interface
- Applicable market, hygienic standard, material, controls, data, CIP, and validation requirements
- Required documents, FAT, packing, installation, commissioning, training, spares, warranty, and exclusions
Buyer questions
Questions for verifying supplier and delivery evidence
What makes a UHT machine supplier credible?
Credibility should be supported by a verifiable legal identity, model-specific technical documents, hygienic-construction evidence, a process guarantee, controls and utility schedules, an agreed FAT protocol, and clear delivery and service responsibilities.
How should project references be verified?
Ask for references relevant to the product, capacity, process and package, then verify what equipment was supplied, when it entered service, which results are documented, and whether the reference customer permits contact.
Should FAT be included in the quotation discussion?
Yes. FAT scope should clarify inspection items, temperature-control checks, PLC logic review, documentation, packing confirmation, and what evidence will be provided before shipment.
What information supports a comparable quotation?
Product type, formula notes, viscosity, particles, target output, package format, utility conditions, cleaning requirements, automation preference, installation location, and responsibility boundaries support a comparable quotation.