Agree inspection rights before payment
Write down the location, access arrangements, parties allowed to inspect and the evidence required. Specify whether inspection is performed by the buyer, a named third party or the supplier. Photographs can support a record but do not by themselves prove title, unallocated stock or the ability to deliver the equipment.
Match equipment to the contracted BOM
Record the chassis model, serial numbers, GPU identity and count, installed RAM, storage and network adapters. Reconcile accessories, power supplies, cables and rails against the agreed scope. Distinguish physical drive bays from installed drives. Document discrepancies before accepting a substitution.
Define tests that answer the buyer’s questions
Agree the diagnostic tools, software versions, test duration and pass/fail criteria in advance. Check hardware recognition, reported faults, storage health and the agreed network paths. Where a workload test is required, record its configuration and operating conditions. A brief power-on check is not the same as a complete application acceptance test.
Record condition and prepare transport
Document packaging, visible damage, labels and the serial-number list at handover. Confirm the shipment contents, named receiving point, delivery appointment and the party arranging insurance. Agree how transport damage will be recorded and escalated. Installation and unloading must be included expressly if required.
Connect acceptance with commercial milestones
Define what evidence authorizes release, what happens if inspection fails and how long the buyer has to report discrepancies. Keep the inspection agreement consistent with the purchase contract and any bank-document requirements. Detailed payment and legal terms should be reviewed for the actual transaction; this checklist does not replace them.
Keep a usable acceptance record
Retain the approved BOM revision, equipment list, test records, signed exceptions, transport documents and named support contacts. Separate completed checks from unresolved items. Send your proposed checklist with the RFQ so the supplier can confirm which inspection and support activities are included in the offer.
Apply this checklist to your deployment market
Use the technical and commercial checklist above together with the receiving plan for your actual installation site. Country selection identifies the project destination; it does not establish stock, a local office or automatic supply eligibility.
- United States: Request a dated allocation check for the exact system BOM, condition and quantity; a spot option is not a live inventory claim.
- United Arab Emirates: Name the applicant, beneficiary, proposed bank and documentary requirements for commercial review.
- Mainland China: Disclose the actual operator, final installation and intended use before discussing supply.
- Singapore: Identify the operating company separately from the regional purchasing headquarters.
- Malaysia: Identify the actual receiving facility, including the deployment city and rack readiness date.
- Indonesia: State the receiving city and facility; distinguish international delivery from onward domestic transport.
- Thailand: Separate the integrator purchasing the equipment from the company operating it.
- Vietnam: Identify the buyer, importing entity and ultimate operating company.
- Japan: Provide the exact platform part number and the receiving facility’s electrical and cooling specifications.
- South Korea: Identify the operator and end-user workload rather than providing only a trading-company address.
- Taiwan: Distinguish complete-server procurement from component sourcing or manufacturing enquiries.
- India: State explicitly that this is an India end-use project; supplier inspection in India is a separate requirement.
- Philippines: Specify the final facility and the complete domestic delivery route, not just an arrival port.
- Hong Kong: Distinguish deployment in Hong Kong from warehouse receipt for a different destination.
Discuss a concrete B300 requirement
Send your company, quantity, configuration, final end user, destination and purchasing date. Include your name, role and corporate email. Availability, eligibility, price and delivery are confirmed for the specific transaction.
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