Compliance Expectation Brief — RMG (BSCI / SEDEX / OEKO-TEX)
A one-page brief to align what standards apply, what evidence is expected, and what is out of scope for a specific order.
Content
Use this brief to align what compliance expectations apply to this specific RMG order, what evidence is required, and what is explicitly out of scope. It is designed to prevent implied assumptions between buyer, supplier, and any third-party coordination.
Document use
This is a scope alignment template, not a certification. Where any verification is applied, it is verified per engagement and documented for the specific order.
1) Engagement details
- Buyer / brand: __________________________
- Supplier name & address: __________________________
- Factory site(s) in scope (if multiple): __________________________
- Product / styles / PO reference: __________________________
- Order type: ☐ Sample-only ☐ Pilot order ☐ Bulk order
- Target ex-factory / shipment window: __________________________
- Incoterms / named location: __________________________
- Primary contact (buyer): __________________________
- Primary contact (supplier): __________________________
2) Standards in scope
Tick only what is in scope for this order.
Social / ethical (facility-level)
- ☐ BSCI (facility status / audit report access rules below)
- ☐ SEDEX / SMETA (facility status / audit report access rules below)
- ☐ Buyer Code of Conduct (attach version): __________________________
Chemical / product safety (order/material-level)
- ☐ OEKO-TEX (specify: Standard 100 / STeP / other): __________________________
- ☐ RSL / MRSL requirement (attach version): __________________________
- ☐ REACH-related requirements (if applicable): __________________________
Note
BSCI/SEDEX relate to facility systems. OEKO-TEX/RSL relate to product/material compliance. Treat these as separate evidence tracks.
3) Evidence required for this order
A) Facility compliance evidence (BSCI / SEDEX / buyer code)
- Audit status required: ☐ Yes ☐ No
- If yes, acceptable forms: ☐ Audit report summary/grade ☐ Validity confirmation (date + scope) ☐ Full report (only if buyer has rights / supplier agrees)
- Audit recency requirement: __________________________
- Facility scope: ☐ Single site ☐ Multiple sites (list): __________________________
- Subcontracting allowed: ☐ No ☐ Yes (must be declared & approved). If yes, evidence required: ☐ Subcontractor list + site details ☐ Subcontractor compliance documents ☐ Buyer pre-approval before any transfer
B) Product/material evidence (OEKO-TEX / RSL / testing)
- ☐ OEKO-TEX certificate copy (material/component level)
- ☐ Test reports (lab name + standard): __________________________
- ☐ Material declarations (fabric composition, GSM, finish)
- ☐ Trim declarations (zippers/buttons/labels/thread)
- ☐ Dyehouse / washhouse chemical controls (if applicable)
Testing requirements (if any)
- Test scope: ☐ Fabric ☐ Trims ☐ Finished garment ☐ Packaging
- Sampling plan: __________________________
- Lab preference: __________________________
- Report timing: ☐ Pre-production ☐ During production ☐ Pre-shipment
4) What is verified in this engagement (and how)
Tick only what will be performed.
- ☐ Document collection and completeness check
- ☐ Validity check (dates, scope, issuer consistency)
- ☐ Order-to-document matching (styles/materials vs evidence)
- ☐ Site confirmation (which factory site is producing)
- ☐ Subcontracting disclosure check (as declared)
Verification outputs (what buyer will receive)
- ☐ Scope summary (what was checked / not checked)
- ☐ Evidence register (document list + dates + status)
- ☐ Exceptions log (gaps, mismatches, expired docs, missing items)
5) Out of scope
Confirm what is not being promised.
- ☐ This brief does not constitute an audit or certification
- ☐ No guarantee of compliance outcomes
- ☐ No guarantee of supplier behaviour beyond scope observed
- ☐ No assurance for other orders, styles, or future production periods
- ☐ No coverage for undeclared subcontracting beyond agreed checks
- ☐ No chemical verification beyond the documents/tests specified above
6) Roles and responsibilities
| Activity | Buyer | Supplier | Third-party (if engaged) |
|---|---|---|---|
| Provide compliance requirements & versions | ☐ | ||
| Provide audit evidence / certificates | ☐ | ||
| Provide material/trim declarations | ☐ | ||
| Arrange testing (if required) | ☐ / ☐ | ☐ / ☐ | ☐ / ☐ |
| Compile evidence register | ☐ | ||
| Review exceptions & decide actions | ☐ | ☐ |
Tick ownership per row; avoid shared responsibility without a named owner.
7) Exception handling
Define decision rules before production pressure begins.
- If evidence is missing/expired: ☐ Production hold ☐ Proceed with written buyer waiver ☐ Substitute with approval
- Deadline to resolve exceptions: __________________________
- Escalation contacts: __________________________
8) Sign-off (scope alignment)
- Buyer sign-off (name / role / date): __________________________
- Supplier sign-off (name / role / date): __________________________
- Third-party scope sign-off (if engaged): __________________________
Document control
This compliance brief is verified per engagement: scoped, time-bound, and tied to a specific order. It should not be treated as an ongoing supplier status or a substitute for audits, certifications, or buyer compliance programs.
Need a scoped version for a live order?
This resource is still being prepared. If you need a version of this structure applied to an active or planned order, we can scope it per engagement.