Request a Supplier’s Evidence of a Completed Deliverable

Before you write

Use this example when a supplier reports completion and your receiving team needs the agreed evidence before accepting the milestone. Gather the details below so the recipient can act without asking you to reconstruct the situation.

• Deliverable reference
• Agreed evidence or acceptance criteria
• Authorized receiving owner

An email you can adapt

The subject “Completion evidence for [deliverable]” identifies the request. Replace each bracketed field with a checked detail and remove any sentence that does not describe your situation.

Subject: Completion evidence for [deliverable]

Hi [name],
Thank you for the update on [deliverable]. Please share [agreed evidence] through [approved location] so [receiving owner] can check it against [criteria]. If any part remains incomplete or has a known limitation, identify it explicitly. We will confirm receipt and the outcome of the acceptance review separately. This request is for the evidence already required by the agreed process, rather than an expansion of scope.
Best, [sender]

Check the boundary

A supplier’s completion statement and your organization’s acceptance decision are separate records.

What a useful reply should settle

A useful reply provides the defined evidence and names any remaining limitation relevant to acceptance.

Have the authorized receiving owner record the review outcome before treating the milestone as accepted.