ISO 17025 Tender Request Process: How to Review Requests, Tenders and Contracts (Clause 7.1)

Getting your ISO 17025 tender request process right is one of the most important—and most overlooked—parts of building a compliant laboratory. Many of the nonconformities I see as a certified ISO/IEC 17025 assessor don’t start in the lab; they start at the front end, when a request, tender, or contract is accepted without a clear review of scope, methods, turnaround time, or regulatory requirements. Clause 7.1 of ISO/IEC 17025, the review of requests, tenders and contracts, is designed to prevent exactly that.

In this article, I’ll walk you through how to design a practical, repeatable tender request and contract review process that fits your lab’s size and services, so you only accept work you can actually support—and can demonstrate that to your accreditation body.

ISO 17025 wants you to spell out the work, make sure your lab can handle it, agree on methods and terms, and document any changes before you say yes to the contract. If you nail this review, you’re protecting both your lab and your customer. You’re also setting up clear expectations that lead to valid results and less drama later on.

This stuff matters because auditors love to poke at Clause 7.1. Even little things—like missing records or fuzzy method choices—can spark nonconformities. If your process is simple and steady, you’ll stay compliant without making daily work harder than it needs to be.

Key Takeaways

• Always review and agree on every tender detail before you take the job under ISO 17025.
• Good records and change control keep you safe during audits.
• Keep the process simple so you can actually stick with it, even when things get hectic.

ISO 17025 Tender Request Process Video Walkthrough (Review of Requests, Tenders and Contracts

If you prefer a quick walkthrough instead of reading the full article, watch the video below. In this step-by-step overview, I explain a practical ISO 17025 Tender Request Process that meets the requirements for Review of Requests, Tenders and Contracts (Clause 7.1). You’ll see what information your lab should confirm before accepting work—customer requirements, method fit, capability/resources, and how to document approvals and changes—so you can stay audit-ready and avoid miscommunication, scope creep, or rework.

Why The ISO 17025 Tender Request Process Matters

You lean on the tender request process to double-check that your lab can truly meet a client’s needs before you start. ISO 17025 says you’ve got to review every request so you know the scope, methods, and conditions up front. That way, you don’t get tripped up by unclear requirements that lead to mistakes or delays.

This isn’t just a paperwork requirement. Accreditation bodies see the review of requests, tenders and contracts as one of the most critical areas of ISO/IEC 17025, because it controls what work you agree to take on in the first place. ANAB highlights this in their article on the importance of contract review under ISO/IEC 17025, noting that a good contract review process helps ensure the proper test or calibration is provided to the customer from the start.

By checking staff skills, equipment, and methods ahead of time, you keep yourself from taking on work you can’t actually do right. This step is really about protecting your technical reputation and keeping things consistent.

The tender review also opens up communication with your customer. You get to clarify what’s expected, set timelines, and agree on reporting before you sign anything. If you spot any limits or issues, you can hash them out early and document what changes.

This process ties into quality controls like proficiency testing. You check that your methods match your validated scope and that your performance checks are up to date. It’s all about showing your results are reliable, not just today but down the line too.

Some big benefits:

• Clear technical and contract requirements
• Early check on resources and capability
• Better control of risks and nonconforming work
• Closer alignment with ISO 17025’s process rules

What ISO 17025 Clause 7.1 Actually Requires (Plain English)

Clause 7.1 of ISO/IEC 17025:2017 wants you to review every request, tender, or contract before you say yes. You’ve got to make sure you really understand what the customer wants—and that you can deliver without messing up quality.

Lay out the scope of work in plain language. What’s the test or calibration, what’s the reporting format, what’s the deadline, and what rules or standards are in play? If something’s unclear, you’ve got to sort it out before starting.

Double-check you’ve got the right people, equipment, time, and know-how. This goes hand-in-hand with Clause 7’s process requirements. If there’s measurement uncertainty or traceability involved, make sure your systems are up to the job.

If you’ll use outside providers, let the customer know and get their okay. Those providers need to meet ISO 17025 too, especially for traceability and technical control.

Choose methods that actually fit the job. Make sure you’ve got the right equipment and certified reference materials if needed.

Keep records for each review—what changed, what you agreed to, and how you handled anything out of the ordinary.

For routine or repeat work, you can keep the review simple, but still check that nothing important has shifted.

Designing A Simple ISO 17025 Tender Request Process

A straightforward tender request process helps you figure out what the customer wants, protect your scope, and dodge unnecessary rework. Every step should leave a clear record for requests, tenders, and contracts.

Step 1 – Capture The Customer Request Clearly

Start by getting all the details from the customer—don’t just guess or rely on what you did last time. Write down what they’re asking for in simple terms.

Ask yourself: what is being tested, why it matters, and how it’ll be done. Pin down the item, the parameter, and the goal of the job. If there’s a standard, method, or limit, get that info too.

Details you’ll need:

• Sample or item description
• Required test or calibration
• Reporting format and language
• Customer contact and who signs off

Document this as a formal request—this is your foundation for the tender and contract.

Step 2 – Check Scope And Competence

Now, check that the work really fits your accredited scope. Don’t assume close enough is good enough. Look at the exact parameter, range, and method.

Make sure you’ve got trained staff, the right equipment, and valid methods. If something’s not in your scope, flag it now. You can still send a tender, but you need to be clear about what’s accredited and what’s not.

A basic checklist helps:

• Is the method in scope?
• Are staff authorized?
• Is the equipment calibrated and ready?

Write down your decision. If the request changes later, you’ll be glad you did.

When you review a new request or tender, one of the first questions is whether the work sits inside your current accredited scope, outside the scope, or outside your capabilities altogether. If you’re still defining or tightening your scope, my article on ISO 17025 scope of accreditation explains how to structure and maintain your scope so it aligns with the services you quote.

Step 3 – Review Regulatory And Contractual Requirements

Look for any laws, standards, or customer rules tied to this job. You want to catch risks before you send a tender or sign a contract.

Are there regulatory limits, required methods, or specific reporting rules? In fields like food, environment, or medical, these can be strict—no room for shortcuts.

Don’t forget customer terms:

• Who owns the data?
• Any confidentiality needs?
• Reporting deadlines for compliance?

If you can’t meet a requirement, raise it now. Get all agreed conditions into the contract record.

Step 4 – Confirm Turnaround Time And Resources

Make sure you can hit the requested turnaround time without cutting corners. Fast results aren’t worth it if you have to break ISO 17025 controls.

Check your current workload, staff, and equipment. Any maintenance or busy periods coming up? If you need to, suggest a more realistic timeline in the tender.

Things to check:

• Sample volume vs. your capacity
• Staff availability
• Impact on other contracts

Once you’ve agreed, put the turnaround time in both the tender and contract. If it changes later, treat that as a contract review.

Step 5 – Clarify Sampling Responsibility

Spell out who’s in charge of sampling. If you leave it vague, it’s almost guaranteed to cause trouble.

Say clearly whether you or the customer will collect samples. If the customer sends samples, make it clear results only apply to what you got. If you’re sampling, confirm you’ll follow a valid method.

Write down:

• Who does the sampling and how
• How samples are transported and stored
• Any limits on result validity

Put this in the request and repeat it in the tender. It protects both your results and your accreditation.

During the ISO 17025 tender request process, make sure every quote or contract clearly states who is responsible for sampling. If your lab will perform the sampling, you’ll need a documented plan and procedures that meet the standard—see my guide on ISO 17025 sampling requirements for a step-by-step approach to building a compliant sampling

Step 6 – Communicate Conditions, Limitations, And Price

Before you say yes, make sure all conditions are crystal clear. This is how a tender turns into a real contract.

List the price, scope, turnaround, and accreditation status. Spell out any limitations—like detection limits or things you’re not covering. Skip the vague stuff.

Keep it organized:

• Scope of work
• Price and payment terms
• Limitations and assumptions

Get written approval before starting. Save the signed tender and contract as controlled records for ISO 17025.

Handling Changes To Requests, Tenders, And Contracts

Changes to requests, tenders, and contracts can shake up scope, methods, timing, and responsibilities. You’ve got to control these changes if you want to protect your results, stay compliant, and avoid customer drama.

Change Control For Contracts

Review every change before you accept it. Make sure your lab still has the technical chops, staff, equipment, and time to handle what’s new.

Changes might mean new test methods, different acceptance criteria, or more samples. If you’re pulling in external providers or subcontractors, check that they meet your requirements and scope.

Use a quick checklist:

• Does the change affect methods, uncertainty, or turnaround time?
• Any risks to impartiality or result validity?
• Do you need corrective actions for stuff already done?

If you can’t do it without risk, don’t accept the change—or renegotiate.

Recording And Communicating Changes

Document every approved change. Your records should show what changed, why, who signed off, and when it kicked in.

Tell everyone involved—technical staff, quality team, subcontractors—about the changes. No one likes surprises.

If a customer complains because you missed or botched a change, you’ll need to investigate and fix it. Good records help during audits and if there’s ever a dispute. They show you managed changes on purpose, not by accident.

Records You Need For Clause 7.1

Clause 7.1 wants proof that you review every request, tender, or contract before taking on work. Your records should show clear decisions, real communication, and connections to later technical records (see Clause 7.5).

What To Record

You need to keep records that show how you handled the 7.1 review of requests. These records should prove you understood what the customer wanted and checked if you could actually deliver.

At a minimum, jot down these details:

• Customer name and contact info
• Scope of work requested
• Agreed test or calibration methods
• Results of your capability and resource check
• Use of outside providers, if any
• Any deviations from the request, plus customer approval
• Date of review and reviewer’s name

Whenever you make changes after acceptance—like updating methods, timelines, or scope—record those too. Link each review record to your technical records so auditors can trace decisions through to results under 7.5 technical records.

Digital Vs Paper Systems

You can keep Clause 7.1 records digitally or on paper. ISO 17025 doesn’t care which, but it does expect control, traceability, and easy access.

Digital systems let you link contract reviews to technical records and reports with less hassle. They also make it harder to miss updates when requests change. Just make sure you control access, track edits, and back up your data.

Paper systems can work if you keep them organized. Protect records from getting lost or damaged and make them easy to find. Use clear forms and version control.

Whatever system you pick, use it consistently and train your staff so everyone knows how to record and update reviews.

Common Nonconformities In ISO 17025 Tender Request Processes

Nonconformities crop up when labs don’t fully review tender requirements. Sometimes, labs accept work before confirming the scope, methods, or timelines. That’s risky—you might end up taking on work you can’t actually do as promised.

Another headache? Method selection. It’s easy to accept non-standard methods without proper validation or customer sign-off. ISO 17025 expects you to make sure each method fits the job and meets technical needs.

Poor record control is a classic problem. If you miss changes to tenders, emails, or contracts, or your records lack dates, approvals, or version control, auditors will notice.

When communication with customers breaks down, nonconforming work often follows. If you can’t meet a request as written, you need to tell the client. Otherwise, you risk unauthorized deviations—and that’s a reporting headache.

Here’s a quick look at common tender-related nonconformities and what usually causes them:

Nonconformity	Typical Cause
Incomplete contract review	No formal tender review process
Unapproved non-standard methods	Missing validation or customer consent
Nonconforming work	Acceptance of work beyond lab capability
Poor change control	Tender amendments not documented

Subcontracting can trip you up, too. If you don’t disclose or get approval for subcontracted work during the tender stage, you’re out of compliance. ISO 17025 wants everything transparent before you accept the job.

Integrating The Tender Request Process With The Rest Of Clause 7

The tender request process ties right into how you plan work, do testing, manage data, and report results. Getting reviews right at the start helps you manage risk and keep everything in Clause 7 on track.

Link To Sampling, Testing, And Reporting

During tender review, define your sampling plan before you take the job. Confirm who’s doing the sampling, which method you’ll use, and how Clause 7.3 sampling fits the scope. Sorting this out early saves headaches later.

Check testing methods, limits, and turnaround times up front. These details guide your analysts and help avoid rework. If you spot a mismatch in capability, act before testing starts—not after things go sideways.

The tender should line up with how you handle reporting of results and test reports. Decide on report format, decision rules, and any statements of conformity. When problems pop up, connect them to corrective action and tweak your tender review process to avoid repeat mistakes.

Using The Process As A Business Tool

A good tender process isn’t just for compliance—it keeps daily operations running smoother. Use it to screen out risky work and protect your accredited scope. It’s a time-saver and helps avoid disputes.

Connect the tender review to control of data and information management. Set clear data formats, retention rules, and security needs to cut down on errors during testing and reporting.

Keep decision records simple:

• Accepted scope and methods
• Sampling responsibilities
• Data handling and report needs

If complaints or nonconforming work come up, check the original tender. That’s often where you’ll find the root cause—and it helps you fix the right part of the process.

Practical Tips For Small And Busy Labs

Small labs juggle tenders with limited people and time. You can still meet ISO 17025 by keeping reviews focused and training staff to handle customer requests the same way every time.

Keep The ISO 17025 Tender Request Process Lean

Stick to a documented procedure that covers just what ISO 17025 asks for. Focus on scope, method, resources, turnaround, and risks. Don’t pile on extra steps that don’t matter.

Make a short checklist for request and contract review. Cover method suitability, sample type, subcontracting, and reporting needs. A one-page form is usually enough and makes approvals quicker.

Set rules for data and information management. Store requests, changes, and approvals in a shared system. Use version control so everyone’s working from the latest info. Record changes and tell customers when terms shift.

Give one person the job of approving tenders. That cuts delays and confusion when work starts.

Train Staff Who Interact With Customers

Teach staff to spot ISO 17025 risks early in customer conversations. Make sure they confirm test methods, limits, and sample conditions before saying yes. That way, you avoid nonconforming work later.

Offer simple scripts or prompts for emails and calls. These help staff get the details you need—no guessing. Keep it clear and to the point.

Show staff how to record customer requests in your system. Make sure entries have dates, names, and agreed terms. That’s key for traceability and audits.

Use real-life examples in training. Focus on past tender issues, changes, and complaints so staff know what really matters.

Tools, Templates, And Next Steps

Having the right tools and clear actions helps you manage risk, meet ISO 17025, and avoid missing details during tender reviews. Templates, audits, and expert support all play a part in keeping your process solid.

Templates For Request And Contract Review

Structured templates help you review every tender the same way. This ticks ISO 17025 boxes for request, tender, and contract review, and it means you’re not relying on memory or informal checks.

Focus your templates on the big decisions:

• Scope match: tests, calibrations, and methods requested
• Technical capability: staff skills, equipment, and method status
• Resources and timing: capacity, turnaround time, sample volume
• Customer requirements: reporting format, uncertainty needs, standards

Keep templates simple and easy to update. Lots of ISO 17025 toolkits have request review forms, contract acceptance records, and method validation plans. Tweak them to fit your lab’s reality. Store completed records with job files so you’ve got proof during assessments.

Internal Audits Of The Tender Request Process

Audit your tender request process as part of your internal audit program. This checks if staff are following the steps and recording decisions right.

During audits, look for:

• Reviews happening before work is accepted
• Documented technical and commercial checks
• New reviews when changes happen after acceptance
• Clear, consistent responsibilities

Use real job files, not just training examples. Compare your records to your own procedures and ISO 17025 clauses. Log findings, assign actions, and follow up. Weak tender reviews are a risk—they usually lead to delays, rework, or invalid results.

Get Help If You’re Unsure

If tender reviews seem fuzzy or inconsistent, get support. Misjudging your capability or scope can bring nonconformities and unhappy customers.

You’ve got options:

• ISO 17025 documentation toolkits with templates and procedures
• External consultants for gap reviews or process design
• Training focused on contract review and risk-based thinking

Pick help that matches your lab’s size and services. Ask for practical examples tied to real testing or calibration—not just generic quality talk. Use outside advice to strengthen your process, but keep ownership in-house so your staff actually use it.

Frequently Asked Questions

Here are some common questions on how ISO 17025 handles tenders and requests, how accreditation works, and which clauses guide lab processes. The answers aim for practical steps and real-world timelines.

How can laboratories ensure compliance with the review of requests, tenders, and contracts as per ISO 17025?

Use a documented process to review every request, tender, and contract before you take the work. This review confirms you understand the requirements and can meet them.

Check staff skills, equipment, methods, and timelines. If you’re using outside providers, inform the customer and keep their approval on file.

What are the steps involved in the ISO 17025 accreditation process for laboratories?

Start by comparing the ISO 17025 standard to your current practices. Update procedures, train your team, and fix any gaps you find.

Then, run internal audits and management reviews. After that, the accreditation body comes in for an external assessment and checks your compliance.

How does ISO 17025:2017 Clause 7.1 define the process requirements for laboratories?

Clause 7.1 says you need to review requests, tenders, and contracts before starting work. Make sure customer needs are clear, understood, and documented.

Check that you have the resources and know-how to do the job. Keep records of reviews and any agreed changes with the customer.

What is the expected time frame for obtaining ISO 17025 certification?

It depends on your lab’s size, scope, and how ready you are. Most labs finish in six to twelve months.

Delays usually come from incomplete procedures or untrained staff. Solid prep makes the process faster.

What are the key process requirements outlined in Section 4 of the ISO/IEC 17025 for laboratory operations?

Section 4 covers impartiality and confidentiality. You need to spot risks to impartiality and act to control or remove them.

Protect customer data and results. Set clear rules for who can access info and prevent improper disclosure.

What are the five main requirements that laboratories need to fulfill according to ISO 17025 standards?

ISO 17025 splits requirements into five groups: general, structural, resource, process, and management system requirements. Each group helps deliver consistent, valid results.

Define roles, keep your team competent, control your processes, and manage records. Together, these show you’re technically competent and reliable.

Conclusion

When you take the time to really review each ISO 17025 tender request and jot down clear decisions, you make your process stronger. It’s worth confirming the scope, methods, and timing upfront, before diving in. Checking resources and skills early on? That’s just smart—cuts down on risk.

Documenting client needs and agreeing on methods in writing helps protect impartiality. Keeping clear records makes traceability easier and shows you’re in control during audits. Trust goes up when you’re quick to share any limits, changes, or deviations. Nobody likes surprises.

Sticking to a standard review flow for requests, tenders, and contracts keeps things consistent. Routine stuff can go through a simpler path, but anything new or tricky deserves a closer look. That balance can save time and keep quality on track.

Key actions to focus on

• Define requirements and acceptance criteria
• Check if you’ve got the right people and equipment
• Pick suitable methods and note any limits
• Keep records of reviews, changes, and approvals

Common records worth keeping

Record type	Purpose
Request review	Confirms clarity and scope
Method choice	Shows fit for use
Contract changes	Tracks updates
Client notes	Documents agreements

Applying the same care to every tender isn’t just about ticking boxes—it’s how you get reliable results and keep communication with clients clear. Seems obvious, but it’s easy to overlook.