Dental Instruments Supplier

Instrument Review and Stock Worksheet

Blank worksheet for your own records

Use this worksheet for three tasks: comparing an offered sample with the instrument you need, logging maintenance work, and checking ready sets and reserve stock before instruments go away for service. Every field is blank. Enter only what your team has actually observed, measured, documented, confirmed or decided. A completed copy is your internal record. It is not a certificate, a test report or a supplier inspection result.

Back to the buyer checklist

Part A: Comparison record

Compare one attribute at a time. Keep observations, such as appearance and handling, separate from tested properties. A matching appearance does not show equal durability. Leave a row open if no document answers it.

Instrument family and pattern

Required or current reference

Offered SKU and variant

Sample quantity and date received

Reviewer

Attribute comparison
Attribute	Required or current instrument	Offered sample	How checked: observed, measured or documented	Evidence and its scope	Gap or note
Pattern or figure, both ends, side
Working-end dimensions
Overall length
Handle: type, profile, finish
Joint, spring or mechanism
Material or grade, as documented
Finish or coating, as documented
Markings
Care instructions: title, revision, components covered
Packaging
Tested property, only if a test record identifies the item

AcceptedNot acceptedMore information neededDecided by: Date:

Part B: Maintenance and team log

Schedule work from your inspection findings, the product instructions and the trained staff you have available, not from a fixed interval. Status options: waiting, in progress, sent for service, awaiting replacement, released.

Maintenance log
Kit, set or reference	Inspection date	Finding	Action planned	Task owner	Scheduled time	Status	Released by and date

Part C: Ready-set, service-absence and reserve planning

Enter figures your facility chooses and has confirmed. This sheet does not calculate a required quantity or set a clinical standard. A qualified person in your facility should approve each stock or order action before instruments are sent.

Planning period (dates items will be away)

Prepared by

Date prepared

Before sending instruments for service

From your actual appointment schedule for the planning period, enter the highest number of each procedure set needed at the same time.
Count the ready sets on hand, and the sets that will still be in reprocessing at that peak under your own process.
Before posting anything, ask how long the items will be away in total, including transit in both directions and workshop time. Enter only a figure confirmed for this shipment. If none is confirmed, leave the cell blank and treat the absence as open.
Compare the sets that would remain ready after the shipment with the peak need, allowing for sets still in reprocessing and the reserve you have chosen.
If that leaves a shortfall, send smaller staggered batches, or arrange replacement stock and receive it before you send.
Record the qualified reviewer's approved action and date before the items leave.

Ready-stock check before sending items for service
Procedure or set ID	Peak sets needed at the same time	Ready sets on hand	Usual reprocessing turnaround in your process	Sets in reprocessing at that peak	Quantity planned to send for service	Confirmed total time away: transit both ways and workshop	Reserve chosen	Qualified reviewer's approved stock or order action, name and date

Items away for service

Service absence record
Item or reference	Quantity	Date sent	Expected return, as confirmed in writing	Cover used meanwhile	Received and released