A one-page policy template on counterfeit, fraudulent and suspicious items, backed by supplier appraisal and a simple quarantine and report rule for anything that looks wrong.

Effective Policy Templates

This policy template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Policy number and title
• Information-classification
• Version
• Page number / total pages

alphaZ documents - beautifully designed, tried and tested policy templates. No junk, jargon or unnecessary content. Simple and usable policy templates developed over 25 years through practical use in the real world.

Further Reading

Further guidance on suppliers and nonconformity:

• ISO 9001 Clause 8.4 - Control of Externally Provided Processes, Products and Services
• ISO 9001 Clause 10.2 - Nonconformity and Corrective Action
• Fraud and Malpractice
• ISO 9001 knowledge base

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Download this policy template with your company name and logo already added!
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Counterfeit, Fraudulent and Suspicious Items Policy Template

A policy template stating the organisation's position on counterfeit, fraudulent and suspicious items: they are not purchased, and suppliers suspected of dealing in them are not used. It supports the relationships and trust the organisation has with its external partners.

The policy has Approved By and Date Approved fields and carries a Public information classification, so it can be shared with workers, clients and other interested parties.

What the Counterfeit Items Policy Covers

• Purpose - a clear statement of position that supports trust with external partners
• Honest dealing - operating honestly and fairly and meeting legal and regulatory requirements
• No counterfeit items - counterfeit, fraudulent or suspicious items are not purchased
• Suppliers - no suppliers suspected of dealing in such items, with appraisal of new suppliers and ongoing review of existing ones
• Controlled purchasing - purchasing staff who understand the risks, and items bought only from approved suppliers
• Supply chain monitoring - ongoing review and monitoring to minimise the risk of receiving such items
• Concerns - suspect items quarantined and reported to the line manager for review
• Further action - reporting to the authorities or suspending a supplier from the approved register where required

Written to Be Shared

Like every alphaZ policy, this is written as a public policy statement that can be shared openly with workers, customers, suppliers and assessors. The internal detail of how it is carried out belongs in your procedures.

Using the Policy

Add your company name and logo, check each commitment matches what your organisation does and edit any that do not, then approve and date the policy and share it with workers and anyone else who needs to see it.

Who Needs a Counterfeit Items Policy?

Organisations buying parts, components or materials where counterfeit or fraudulent items are a risk, and organisations asked by customers for a written position on counterfeit items.

Works with Supplier Appraisal

Supplier appraisal and review can be carried out with the PP-1-09 Supplier Appraisal Policy Procedure and the F-Q9 Supplier Appraisal Form, approved suppliers listed on the F-IMS42 Key Suppliers Register, and quarantined items reviewed using the F-Q69 Non-Conformance Review form.

Document Control

The footer carries the policy number and title, information classification, version and page numbers, and the approval fields record who approved the policy and when, so it can be controlled with the rest of your management system documents and listed on a document register such as the F-IMS20 Document Register.

Related Policies

• P-94 Purchasing Policy - purchasing
• P-125 Supplier Policy - suppliers
• P-68 Fraud and Malpractice Policy - fraud and malpractice
• P-5 Sustainable Procurement Policy - sustainable procurement