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Template for acceptance letter

food safety HACCP client acceptance regulation standard USA letter TPC APC

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#1 latchaporn


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Posted 16 May 2014 - 05:33 AM

Dear everyone;


Have anyone can help me by sending me or a guidance of the acceptance letter from customers. This letter is the letter that shows they (clients) accept all criteria of my products, such as, physical, chemical and biological qualities.


The letter should contain all specification of products and their responsibility of all contents shown in the label (because clients did nutrition fact by themself and also claim about gluten free or BPA free (they have test reports but belong to them, I'm just an OEM).


My product is fresh juice, no thermal or any further treatment so, the TPC/APC is quite high about less than log 6 but there have no problem at all with the clients. But I always have problem with auditors that they ask about which regulation that my product relies on but in US satndard where we sell to, they said only for pathogen limit such as E.coli O157:H7 and L. monocytogenes that cannot detected. So I failed in this part for auditing last time, and I have more audit on this wednesday and never want to get any same mistake. That's why I think it's maybe a good idea for doing this letter and let the clients sign for me.


Or anyone can give me any suggestion on this?


Thank you in advance


Best regards,


#2 Charles.C


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Posted 16 May 2014 - 09:00 PM

Dear latchaporn,


Not my product area but I would be a little curious if i saw all the product APC values in the vicinity of 1M since, intuitively, this seems "high" . Is it ??


It is normally recommended that you/yr customer have a mutually signed agreement as to the product specifications.


This typically includes a generic statement implying that all  BCP characteristics comply with the existing legislative requirements of destination country. Very frequently demanded immediately from the customer's side. :smile:


IMEX it is the specification which auditors expect to see (and should be in the HACCP plan also). Plus documented evidence on file as to the typical legislatory requirements you mention. It is obviously useful to have some guidelines on typical, non-legislatory, micro characteristics for yr product also, IMEX these can usually be found although some literature research may be necessary.


Items like labelling responsibility can be handled by an SOP defining the label approval procedure.


Rgds / Charles.C

Kind Regards,



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