Documentation

This hub is the backbone of a compliance-first wholesale operation: clear records, consistent batch identifiers, and repeatable workflows.
If you want fewer disputes, fewer surprises, and faster internal approvals, build your procurement around documentation—not promises.

Related hubs: Compliance · Shipping ·
Legal status · Wholesale · Insights

What “documentation-first” means here

Documentation-first means every wholesale decision can be explained with a batch file:
what the batch is, how it was tested, who tested it, how it’s traced, and how shipment paperwork maps to the lot.
This is operational discipline—not legal advice.

The minimum batch file (practical baseline)

• COA: complete, dated, method-referenced, and batch-linked (COA requirements)
• Lab verification evidence: identity and scope confirmation (lab verification)
• Batch traceability: lot IDs mapped across documents (batch traceability)
• Shipping document map: invoice/packing list/batch alignment (shipping documents)

Start here (high-impact pages)

Documentation topics (what each page is for)

• Lab partners: what we document about testing partners and how buyers should evaluate credibility
  (/documentation/lab-partners/).
• Quality assurance: buyer-side SOP thinking: acceptance specs, retest policy, and non-conformance workflow
  (/documentation/quality-assurance/).
• Risk disclosure: plain-language disclosure for operational risk (inspection, delays, refusal)
  (/documentation/risk-disclosure/).
• Sample COA: reference format and field expectations; use it to standardize internal reviews
  (/documentation/sample-coa/).
• Shipping flow: mapping documents to shipment stages; supports clean handoffs and fewer “missing doc” issues
  (/documentation/shipping-flow/).

How this connects to Compliance and Shipping

Documentation is not separate from compliance—it is compliance in practice. The pages below define the technical expectations that your documents should support:

• COA requirements: /compliance/certificate-of-analysis/
• Testing standards: /compliance/thca-testing-standards/
• Lab verification: /compliance/lab-verification/
• Batch traceability: /compliance/batch-traceability/
• Shipping documents: /compliance/shipping-documents/
• Packaging & labeling: /compliance/packaging-labeling/

For country-level context and non-promissory guidance, use /legal-status/ and /shipping/.

Buyer checklist (make this your default)

• Every batch must have a unique lot ID that appears on COA and shipment paperwork.
• COA must be complete: dates, methods, units, LOQ/LOD where relevant, and batch linkage.
• Lab must be verifiable (identity + scope) before you treat results as decision-grade.
• Acceptance specs must be written before ordering (no improvising after problems appear).
• Keep a retained split sample for dispute resolution when scale and risk justify it.

FAQ

Is your documentation guidance legal advice?

No. This hub provides operational standards and recordkeeping guidance. For legal decisions, consult qualified professionals.
For context pages, start at /legal-status/.

What’s the single most important document in a wholesale batch file?

The COA—but only if it is complete and batch-linked. Start with
/compliance/certificate-of-analysis/ and use
/documentation/sample-coa/ as a reference format.

Where do shipping documents fit into this?

Shipping paperwork should map to the same batch identifiers as your COA and traceability records. Use
/compliance/shipping-documents/ and the operational flow at
/documentation/shipping-flow/.

Do you provide templates buyers can adopt internally?

We provide reference structures and field expectations to standardize review. Start with
Sample COA and Quality assurance.

If you need a documentation request for a specific batch, use /contact/.