Checking certs and inspection reports against drawings

Short answer: Treat the drawing at its released revision as the master record, then check every supporting document against it field by field: part number and revision, material specification and grade, heat or cast number, every toleranced characteristic (including general tolerances from the title block) and every note such as heat treatment or plating. Do it with a fixed checklist, record who checked what and when, and keep the evidence linked to the part so that an ISO 9001 or AS9100 auditor can follow it. Software can do much of the matching, but a competent person should make the release decision.

Last reviewed: 3 November 2026

The documents involved

The drawing

The drawing defines what "conforming" means. The fields that matter for cross-checking are:

• Title block: part number, revision letter, material callout, finish, general tolerance reference, projection, units.
• Material callout: specification, grade and condition (for example a stainless grade by EN number, or an aluminium alloy with temper).
• Dimensions and tolerances: individual tolerances, geometric tolerances and the general tolerance that applies to everything else.
• Notes: heat treatment, surface treatment and plating, marking, deburring, special processes, inspection requirements.

General tolerances are often given by reference to ISO 2768-1, indicated in or near the title block as, for example, "ISO 2768-m". The letter selects the class (f fine, m medium, c coarse, v very coarse), and every dimension without its own tolerance inherits that class [4]. Note that ISO 2768-2 (geometrical classes H, K, L) has been withdrawn and replaced by ISO 22081:2021, so older drawings that call up "ISO 2768-mK" may need clarification with the customer [4].

Material certificates (EN 10204)

BS EN 10204:2004, Metallic products. Types of inspection documents, defines the inspection documents customers can require for metallic products such as plate, sheet, bar, forgings and castings [1]. It defines four types [2]:

For precision machining, a 3.1 certificate is the usual requirement because it ties chemical analysis and mechanical test results to the specific heat or cast supplied.

CMM and dimensional inspection reports

A coordinate measuring machine (CMM) report lists each measured feature with its nominal, tolerance, actual value and deviation. Check that the report references the right part number and drawing revision, that every characteristic on the drawing is covered, and that the tolerances in the report programme match the drawing, not an earlier version.

Certificate of conformity (CoC)

A CoC is a supplier's or subcontractor's declaration that the supplied goods or service conform to the order. For special processes (heat treatment, plating, anodising, NDT), the CoC should name the process specification and revision, the parts and quantity, and a traceable reference.

AS9102 first article inspection (FAI)

AS9102 (published by SAE as AS9102 and by the IAQG as 9102) defines first article inspection requirements for aerospace. Revision C was released on 23 June 2023 [6]. A first article inspection report (FAIR) has three forms [5]:

• Form 1, Part Number Accountability: part number, drawing revision, FAIR identifier and reason for the FAI. In Rev C, the "Reason for Full / Partial FAI" field is mandatory for all FAIs [6].
• Form 2, Product Accountability: materials, special processes and functional testing. Each row carries the specification and revision, the supplier, and a certificate reference [5].
• Form 3, Characteristic Accountability: one row per ballooned drawing characteristic, with actual measured results [5].

Reviewers commonly reject FAIRs where the three forms disagree with each other, for example mismatched part numbers or revisions [5].

Cross-check checklist

Common discrepancies and how to catch them

Revision mismatch

The most frequent issue. The CMM programme, the FAI or the purchase order references revision B while the released drawing is revision C. Always pull the drawing revision from your document control system at the time of checking, not from the job folder.

Heat number traceability

A 3.1 certificate is only useful if the heat or cast number on it matches the material actually used. Check that the number is carried from goods-in labelling, through the traveller, to the finished parts.

Material grade naming and equivalence

The same or similar material can appear under different names. For example, TWI lists EN steel name X2CrNiMo17-12-2, EN number 1.4404, AISI 316L and UNS S31603 alongside each other, while noting that such tables "may not represent direct equivalents" [3]. If the drawing calls up 1.4404 and the certificate says 316L, do not assume conformity: check the governing specification and the chemical and mechanical results on the certificate, and get customer approval for any substitution.

Default title-block tolerances

Untoleranced dimensions are easy to skip, both in CMM programmes and in FAI Form 3. If the title block says ISO 2768-m, those dimensions still have a tolerance [4]. Make sure the inspection plan covers them.

Notes that imply special processes

Heat treatment, passivation, plating and NDT requirements often live in notes rather than the title block. Each one should map to a Form 2 row (for aerospace) or a CoC on file, with the specification and revision matching the drawing [5].

Manual and automated approaches

None of these replaces the competent person who releases the part. The right mix depends on volume, customer requirements and how many document formats you receive.

What to ask vendors

• Demonstrate on my documents. Bring a set of real documents with deliberate errors: a certificate with the wrong heat number, a CMM report at the previous revision, an "equivalent" grade, a missing plating CoC. See what the tool catches and what it misses.
• Show the reason, not only the result. Each flag should point to the source field on the source document.
• Handling of uncertainty. What happens when a field cannot be read? It should be flagged for review, not passed.
• Audit trail. Who checked, what version of each document, when, and what decision was made.
• Data handling. Where documents are stored and processed, and whether customer drawings (which may be export-controlled or commercially confidential) leave your control.
• Integration. Can it read from your existing folders, ERP or quality system without changing them?

Audit trail for ISO 9001 and AS9100

Auditors want to see that you can show how a decision was reached. For each part or batch, retain:

• The drawing revision used for the check
• Each certificate and report, as received
• The checklist or system record showing each comparison and its result
• Any nonconformance, concession or customer approval
• The name of the person who released the part, and the date

ISO 9001 is being revised: LRQA reports that ISO 9001:2026 was expected to be published on 16 September 2026, with an anticipated three-year transition during which ISO 9001:2015 certification remains valid [7]. Check with your certification body how the new edition affects your next audit.

Tools for automated checking

TechLinkAI's Quality Control Automation checks inspection reports, certificates and orders against the drawing and shows which parts pass, hold or fail, with the reason. According to the product page, it reads CMM reports, material certificates, drawing revisions and certificates of conformity, links each result to its source, and can produce AS9102 forms as PDFs [8]. A person makes the final release decision.

FAQ

Is a 3.1 certificate enough on its own? It proves the material supplied met the order at the mill. You still need to show that the heat number on the certificate matches the material used for your parts, and that the grade matches the drawing.

What is the difference between 3.1 and 3.2? Both report specific test results. A 3.2 certificate is additionally validated by the purchaser's authorised representative or an inspector designated by official regulations [2].

Can 316L be accepted when the drawing says 1.4404? They are commonly listed as comparable, but comparison tables are not guarantees of equivalence [3]. Check the certificate results against the specification the drawing calls up, and obtain customer approval if in doubt.

What goes on AS9102 Form 2? Materials, special processes and functional tests, each with specification and revision, supplier and a certificate reference [5].

Do general title-block tolerances need to be inspected? Yes. They are tolerances like any other [4]. Your inspection plan should cover them or record a justified sampling approach agreed with the customer.

Can software release parts automatically? It can sort documents into pass, hold or fail, but release should remain a human decision recorded in your quality system.

Sources

1. BSI Knowledge, BS EN 10204:2004 Metallic products. Types of inspection documents
2. WERMAC, EN 10204 certificate types
3. TWI, What are the equivalent European and American standards for common stainless steels?
4. Wevolver, ISO 2768 general tolerances: tables, classes and current status
5. GND CTL, How to fill out AS9102 forms
6. Net-Inspect, AS9102 First Article Inspection Report Rev B vs Rev C
7. LRQA, ISO 9001 publication date confirmed
8. TechLinkAI, Quality Control Automation