| 1. Define the required grade and specification | Specify the material type, intended application, particle-size range, carbon content, ash, moisture, and other relevant limits. Agree on test methods and acceptance criteria with the supplier. | Make sure the purchase order, shipping documents, and product labels use the same grade and specification. | Keep different grades and particle-size ranges clearly separated to prevent mix-ups. | Purchase specification, approved sample details, and agreed test methods. |
| 2. Review the certificate of analysis | Request a lot-specific certificate of analysis (COA). Check that reported results correspond to the purchased grade and include the properties important to the application. | Require lot identification on bags, containers, or bulk-shipment documents so the delivered material can be matched to its COA. | Retain the COA with the corresponding lot records; do not combine unidentified material with released stock. | COA, lot or batch number, inspection results, and any incoming-test records. |
| 3. Confirm packaging is suitable for the route | Agree on packaging type, liner or moisture barrier where needed, bag or container condition, labeling, and protection against contamination during transit. | Check packaging is intact and appropriately closed at dispatch and receipt. Protect exposed packages from rain and wet surfaces during unloading. | Keep packages closed until use. Repair or isolate damaged packages and assess affected material before release. | Packaging requirements, dispatch photographs when appropriate, and damage or discrepancy reports. |
| 4. Plan transport and unloading conditions | Confirm transport mode, delivery schedule, unloading equipment, and any handling limits required for the packaging or shipment size. | Use clean, dry transport areas. Inspect the vehicle or container for water, residue, or visible contamination before loading or unloading. | Move received material promptly to a protected storage area rather than leaving it exposed outdoors. | Shipping documents, vehicle or container inspection notes, and receipt date and time. |
| 5. Prevent moisture exposure | Agree on the moisture limit and test method relevant to the graphite grade and application; moisture requirements can vary by product and use. | Avoid unloading in rain or snow where practicable. If packages become wet or show condensation, segregate them for inspection. | Store in a dry, covered area and keep material off floors, using suitable pallets or racks. Keep openings and liners closed. | Incoming moisture results where required, storage-area checks, and records of wet or damaged packaging. |
| 6. Avoid contamination and physical damage | Discuss risks from dust, foreign particles, oils, and residues from previous cargo or handling equipment. | Use clean handling equipment and avoid dragging, dropping, or puncturing bags. For bulk shipments, verify that the cargo space and transfer equipment are clean. | Separate graphite from chemicals, oily materials, and other powders that could contaminate it. Keep the storage area clean and control dust during handling. | Cleaning checks, handling instructions, and records of suspected contamination or package damage. |
| 7. Manage lot traceability and stock rotation | Confirm how lots are identified and how nonconforming material, shortages, or delivery damage will be reported and resolved. | Count packages and verify labels against the order and shipping documents at receipt. Record discrepancies before the material is put into stock. | Store lots separately and use a first-in, first-out approach where appropriate, while following the material’s specified shelf-life or storage requirements. | Receiving checklist, lot register, inventory dates, and supplier nonconformance or claim records. |