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Product Recall Procedure

Issue Date
Revision No.
Document No.

1st December, 2010


01
QA/01/04

Signature
Written & Reviewed By:

QA Manager

Approved By:

Production Manager

Objective: To maintain a smooth business operation with the customer to prevent any
kind of misunderstanding through business operations.

Scope: This provision should be applied for delivering best service with perfect quality
product to enhance the business relationship with the receivers of our products.

Purpose: Purpose of this provision is to maintain a systematic approach for avoiding


any sorts of uneven occurrence through product shipment.

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As an export oriented company Northpole BD Ltd is severely interested to improve its


product quality and business reputation. But, if any unexpected or unwilling occurrences
occurred in case of product shipment then the company is fully liable for such uneven
situation. When a best suited quality product assurance were not properly shipped for the
negligence or faulty attitude of the management then company will try to identified that
rough condition through internal monitoring system. If any information gathered in this
regard, then the relevant authority of the company will take immediate actions to remove
such problem. Authority will knock the customers corner to inform such unexpected
occurrence and request them to match with the changed situations.

Extend and relevant reference: This concerned will only applicable from the
manufacturers side and company will provide necessary information to its customer
willingly.
Only the defective commodity or wrong shipment concerned matters will consider in
this case.
Company will try to settle such unexpected situation through negotiation with the
customer.
In this case, the bi-party agreement or contract will be act as the term of reference to
settle such uneven occurrences.

Process: The fault or unexpected situation may identified by the Quality Control or
export department of the organization.
After detection of the fault that department will inform the matter to the relevant
authority of the company immediately.
Through gathering necessary information the relevant authority will take proper steps
to inform the matter to the customer and attach essential documents through the proper
channel and waiting for the response.
The matter will settle through the negotiation of both party (the company authority
and customer).
Both parties will try to mitigate the problem to take necessary remedial measures.
If the mitigation process takes longer time then the matter will submit to the senior
authority of the both parties for ensuring quick response.

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Charges, claims or other financial relevant settlements will settled by the bi-party
negotiation procedure.

Responsible Authority: Companys export department is responsible to mitigate such


unexpected situation with the help of the relevant departments of the occurrence.
Manager- Export will tackle the matter with the assistance of his technical teams support
for faster solution of the problem.

Monitoring System: This process will be monitor by the internal audit team of the
company accounts & internal audit department. Head of the aforementioned department
will take necessary steps to recovery from such problems with the assistance of the senior
management. The head of the accounts will negotiate with the relevant departments of the
company to identify such uneven occurrences and forward the report to the senior
management with his recommendations.

Records: Relevant documents will preserve as per regulations of the companys


document and record control procedures. For avoiding any kind of misunderstanding in
this case, company will preserve the essential documents for minimum three years.

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