Vendor Communication Protocols – Standard Operating Procedure

1) Purpose

To establish clear protocols and guidelines for effective communication with vendors to ensure timely and accurate exchange of information.

2) Scope

This SOP applies to all communication activities with vendors within the pharmaceutical purchase department.

3) Responsibilities

Purchasing Team: Responsible for maintaining communication protocols.
Quality Assurance Team: Responsible for communicating quality requirements.

4) Procedure

4.1) Communication Channels:
4.1.1) Identify preferred communication channels (e.g., email, phone) for different types of communications.
4.1.2) Establish primary and secondary contacts for each vendor.

4.2) Information Exchange:
4.2.1) Clearly communicate purchase requirements, specifications, and delivery schedules to vendors.
4.2.2) Request and obtain necessary information from vendors in a timely manner.

4.3) Issue Resolution:
4.3.1) Address and resolve issues or disputes through designated communication channels.
4.3.2) Document communication related to issue resolution for record keeping.

4.4) Performance Feedback:
4.4.1) Provide feedback to vendors regarding performance, quality, and compliance.
4.4.2) Document feedback and follow-up actions taken.

5) Abbreviations, if any

N/A

6) Documents, if any

• Vendor Contact List
• Communication Log
• Issue Resolution Reports

7) Reference, if any

Regulatory Guidelines: FDA CFR Part 211.84, ICH Q10
Industry Standards: ISO 9001:2015

8) SOP Version

Version 1.0