A laboratory-equipment order is not complete when a crate arrives. It is complete when the buyer can identify the supplied model, reconcile every component with the purchase order, operate the equipment under the agreed site conditions and record whether the promised functions have passed. This factory acceptance test (FAT), site acceptance test (SAT) and commissioning checklist gives institutions, laboratory consultants and distributors one practical structure for that handover.
The checklist is deliberately product-neutral. Copy it into the project file, then replace each general checkpoint with the measurable requirements from the issued specification, accepted quotation and model-specific manual. Do not invent a tolerance or test standard when the contract does not state one; mark it for clarification before testing.
FAT, SAT and commissioning: what each stage should prove
| Stage | Where it happens | What it should establish | Typical evidence |
|---|---|---|---|
| Factory acceptance test (FAT) | Manufacturer or assembly facility, before dispatch | The identified configuration has been assembled, the agreed supplied scope is present, and the functions that can be tested before shipment operate against the approved test basis. | Model and serial record, checklist, readings, photographs, video where agreed, punch list and sign-off. |
| Site acceptance test (SAT) | Buyer site, after delivery and installation | The delivered equipment matches the shipment record, has not suffered visible transit damage, interfaces with the available site services and performs the agreed site-verifiable functions. | Delivery inspection, installation record, site readings, open-item log and acceptance status. |
| Commissioning | Buyer site or another agreed location | The equipment has been prepared for use, safety and operating checks are complete, users know the handover boundaries, and responsibility for unresolved items is recorded. | Commissioning sheet, training attendance, document handover and signed action list. |
These stages are related, but they are not interchangeable. A factory video cannot prove that the destination has the correct electrical supply, water connection, drainage or ventilation. A site power-on test cannot prove that every accessory listed in the original scope was packed unless the shipment and quotation are reconciled.
Fix the test basis before anyone starts testing
Most acceptance disputes begin with a weak reference set. Place the following documents in one controlled folder and record the revision used for testing:
- purchase order or contract and its approved amendments;
- accepted technical quotation and scope-of-supply schedule;
- tender or buyer specification, including clause numbers;
- approved compliance matrix and disclosed deviations;
- model-specific datasheet, drawing or manual available for the supplied configuration;
- approved utility and site-preparation information;
- packing list, accessory list and any agreed spare or consumable schedule;
- test procedure, acceptance criteria, witnessing arrangement and signatory authority.
If two documents conflict, do not let the test team choose silently. Create a clarification item showing the conflicting clauses, the proposed interpretation, the responsible party and the date by which the buyer must decide.
Factory acceptance test checklist for laboratory equipment
Use one row per checkpoint and retain the actual observation. “OK” is not enough when the requirement contains a range, quantity or document reference.
| FAT area | Check to perform | Evidence to retain |
|---|---|---|
| Identity | Record product name, manufacturer, offered model, configuration, serial or batch identifier and purchase-order line. | Identification photograph and test-sheet header. |
| Physical condition | Inspect the frame, panels, guards, glassware, vessels, cables, connectors, labels and exposed finishes before packing. | Dated photographs and defect/punch-list references. |
| Supplied scope | Count the main unit, test sections, sensors, instruments, accessories, tools, leads, samples, consumables and software items against the accepted quotation. | Checked packing/scope list with quantities. |
| Electrical configuration | Confirm nameplate supply, frequency, plug or termination arrangement, protective devices and earthing provision against the order. | Nameplate image and recorded configuration. |
| Utilities | Identify water, drain, compressed air, gas, ventilation, network, computer or other services needed for the tested configuration. | Utility schedule issued for site preparation. |
| Controls and indications | Operate switches, emergency stops where fitted, displays, alarms, interlocks, adjustment controls and normal shutdown sequence. | Functional test result and any recorded setpoints. |
| Measured performance | Record the agreed observable values, ranges, stability checks or experiment outputs using the stated method and instruments. | Raw readings, calculation sheet and pass criterion. |
| Teaching or procedure coverage | Verify that the agreed experiments, clinical procedures, test methods or demonstrations can be set up with the supplied components. | Cross-reference to experiment/manual contents. |
| Software and data | Where included, verify version, licence basis, connection, data display/export and supplied installation information. | Version record and connection test. |
| Documents | Check the order-specific manual, datasheet, drawing, certificate, declaration, calibration record or experiment guide required by the contract. | Document index with title and revision. |
| Packing readiness | Protect fragile and loose items, identify packages, include the checked packing list and record package count and marks. | Pre-closing crate photographs and packing record. |
Write a useful FAT punch list
Every open item should state the requirement, observation, evidence, owner, corrective action and due date. Classify the effect rather than using vague labels:
- Hold before dispatch: identity, safety, major functional or contractual-scope failure that must be resolved before release.
- Correct before SAT: item can be completed before installation without preventing controlled shipment, if the buyer accepts that route.
- Documentation action: technical document, revision or record must be supplied or corrected.
- Buyer clarification: contract sources conflict or the pass criterion was never defined.
Site acceptance and commissioning checklist
- Quarantine and inspect the delivery. Record package condition before unpacking. Photograph damage, missing labels or signs of mishandling before moving the equipment into position.
- Reconcile the shipment. Match package numbers, main units, accessories, spares, documents and serial identifiers with the packing list and FAT record.
- Verify the room and utilities. Confirm usable space, access, bench or foundation, electrical supply, earthing, water, drainage, ventilation, compressed air and environmental limits required by the supplied model.
- Install only within the agreed boundary. Record what the manufacturer, distributor and buyer must each provide. Do not conceal a missing buyer-supplied service by bypassing a safety or operating requirement.
- Perform pre-start checks. Inspect connections, fluid levels, guards, loose transport restraints, sensor placement and the normal startup/shutdown sequence.
- Repeat the agreed site tests. Use the contract test method and record actual results. Differences from FAT conditions should be identified, not averaged away.
- Demonstrate the intended use. Run at least the agreed representative experiment, procedure or test workflow with the supplied accessories and documents.
- Handover operating knowledge. Record participants, topics, limitations, routine checks, cleaning, consumables, fault reporting and the support contact stated for the order.
- Close or assign every open item. Give each action an owner and date. State whether the equipment is accepted, conditionally accepted or not accepted.
Category-specific acceptance questions
The universal checklist needs a category layer. Use the questions below to identify what must be made model-specific.
Engineering training equipment
Can the required variables be observed or measured? Are every test section, load, sensor, gauge, controller, connection lead and experiment accessory present? Are working-fluid circuits, guards, operating ranges, utilities and learning exercises traceable to the quoted model?
Nursing and clinical-skills equipment
Which procedures and anatomical areas are supported? Are replaceable parts, consumables, storage, cleaning instructions and included procedure accessories identified? Is realism being judged against a stated teaching need rather than an undefined expectation?
Medical laboratory equipment
Are sample interfaces, measuring range, controls, included holders or accessories, cleaning requirements and operating environment confirmed? If the buyer names a method or standard, does the accepted documentation state how it applies to this model?
Pharmacy laboratory equipment
Are dosage-form or sample compatibility, stations, vessels or tooling, temperature and speed controls, contact materials, sampling arrangement, cleaning and recorded test outputs defined? Keep teaching use and regulated quality-control use distinct in the acceptance record.
Copy-ready acceptance record
Use this compact record for each test item. Expand the table rather than combining unrelated checks.
| Field | Entry |
|---|---|
| Project / PO / tender reference | |
| Product name and offered model | |
| Serial or batch identifier | |
| Test stage and location | FAT / SAT / commissioning |
| Requirement and source clause | |
| Test method and instrument | |
| Acceptance criterion | |
| Actual observation or reading | |
| Evidence reference | Photograph / video / data / document |
| Status | Pass / fail / conditional / clarification required |
| Action, owner and due date | |
| Witnesses and signatures |
How the buyer, distributor and manufacturer should divide responsibility
The buyer controls the issued requirement, acceptance criteria, site readiness and authorized acceptance decision. The distributor or tender contractor keeps the local commercial and technical submission aligned, coordinates delivery information and records its installation or support obligations. The manufacturer identifies the supplied configuration, demonstrates the functions covered by the agreed test scope and provides the applicable technical records. The purchase documents should resolve overlaps; this guide does not replace those documents.
Connect acceptance planning to the RFQ
Acceptance is easier when it is designed before the quotation. Use the laboratory equipment RFQ checklist to define the initial requirement, the tender compliance matrix to map offered values and deviations, and the supplier evaluation checklist to compare proposals on the same basis. Engineering departments converting course outcomes into equipment can start with the syllabus-to-BOQ guide.
Request a product-specific technical review
Send the product name, quantity, delivery country and the experiment, procedure or measurable requirement you need. If a tender or purchase specification already exists, attach it with the required FAT, SAT, commissioning and document clauses. The response can then identify the proposed model and available scope in writing instead of relying on a generic catalogue description.
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Frequently asked questions
Is FAT mandatory for every laboratory-equipment order?
No universal rule makes the same FAT mandatory for every product or purchase. The contract, tender and risk level should define whether FAT is required, who witnesses it, which tests apply and what evidence is accepted.
Can a distributor perform the SAT?
Yes, if the purchase documents authorize that role and define the test method, evidence and signatories. The distributor should not imply manufacturer witnessing when the manufacturer was not present.
What happens when the equipment passes functionally but a document is missing?
Record the functional result and the document action separately. The acceptance status should follow the contract: some orders permit conditional acceptance with a dated close-out action; others require the complete document set first.
Should the buyer accept an alternative accessory?
Only after the difference and its effect on function, compatibility, safety, teaching outcome and warranty are documented and the authorized buyer accepts the deviation in writing.
Does a datasheet replace the acceptance test?
No. A datasheet describes the offered or standard product information. Acceptance records what was supplied and what was observed against the agreed order-specific criteria.