Classify the mismatch
| Gap | Example | Appropriate next action |
|---|---|---|
| Missing evidence | Required coating result absent | Request the identified record or agreed test |
| Identity mismatch | Report names another model | Obtain evidence for the offered model |
| Scope mismatch | Gate offered against panel-only evidence | Review the actual gate evidence |
| Unclear result | Units or test method omitted | Request a corrected or clarified report |
| Configuration change | Different fixing arrangement | Seek the authorised technical assessment |
This classification saves time because each problem has a different owner. A laboratory may clarify its report, while the certificate holder or project designer may need to address product scope or a proposed variation.
Compare the requirement and result in the same units
For a purely illustrative dimensional requirement of 4.0 ± 0.1 mm, the numerical interval is 3.9–4.1 mm. A reported 3.85 mm is outside that interval by 0.05 mm at the lower end. Before deciding disposition, verify the measurement method, uncertainty, sampling and agreed decision rule.
These are example values, not a FencingWise tolerance or a standard clause. The arithmetic helps identify the issue; it does not replace the contract's conformity assessment procedure.
Verify authenticity through the appropriate source
Check issuer, reference, product identity, date and any schedule or annex. Use an official directory where one exists, such as Red Book Live for relevant LPCB listings. If authenticity or scope remains unclear, obtain clarification through an independently verified contact route.
Do not alter a report to make a description match the order. Request a corrected document from the responsible issuer, or obtain new evidence where required. Preserve the original and the resolution in the project record.
Give each gap a disposition
Link every open issue to the affected order item and its release point. State whether the supplier needs to provide an identified record, the issuer needs to clarify scope or the project reviewer needs to decide on an alternative. Keep work dependent on that decision visibly held; acknowledging an email does not resolve a missing gate test or an unaccepted fixing change.
For an illustrative register of ten gaps, seven may be closed, two awaiting clarification and one awaiting a project decision. Do not release affected work simply because 70% of the list is complete. Assess the consequence of each remaining item against the purchase and manufacturing hold points.
Tie closure to the delivered lot
When evidence is corrected or an alternative accepted, update the fabrication drawing, inspection requirement and item reference together. Identify the supplied lot where the record requires it. The factory and receiving inspector should use the same accepted revision, so a resolved document issue cannot survive in production as a superseded component or test requirement.
At receipt, reconcile markings and quantities, then perform the agreed checks. Keep unresolved differences visible until the authorised disposition is complete. The technical deviation guide provides the companion record when the resolution involves accepting an alternative.