An Inspection & Test Plan (ITP) is a stage-by-stage schedule for vendor inspection that defines witness (W) and hold (H) points, required records, and acceptance “as per API/ASME/ISO/EN referenced by the project spec.” A good ITP template is risk-based, ties evidence to tags/serials, and drives clear release decisions.

 

ITP — Plain Definition & Purpose

Definition (ITP meaning):
An Inspection & Test Plan (ITP) is the buyer-approved roadmap for vendor inspection that sequences in-process checks, witness/hold points, acceptance references, and records at the supplier’s works and sub-vendors. Inspectors apply acceptance exactly per the standard/edition named by the project spec—never ad-hoc values.

ITP vs QCP (quick distinction):

• ITP (what to verify): stages, W/H points, acceptance references, records.
• QCP (how to control): manufacturer’s process controls, procedures, qualifications.
  Both must align to the referenced API/ASME/ISO/EN listed in the PO/ITP.

Where the ITP applies (typical scope):

• Fabrication and machining stages (dimensional, identification, preservation).
• Special processes: welding, heat treatment, coating/lining, NDE—extent per referenced clauses.
• FAT (Factory Acceptance Testing) and performance checks with calibrated instruments.
• Final dossier & release: evidence mapped to item/tag and ITP points.

Need role clarity first? See What Is Vendor Inspection? for responsibilities and RACI.

 

Inputs You Need Before Writing an ITP

Gather these before drafting your vendor inspection ITP template:

• Contract & scope: PO, datasheets, drawings/BOM (latest rev), manufacturing schedule, sub-vendor list.
• Standards list: the exact API/ASME/ISO/EN and editions the project spec references (acceptance will cite these).
• Procedures: test methods, NDE, welding/coating/HT procedures—each must reference the correct standard/edition.
• Risk cues: service criticality, pressure boundary items, irreversible steps, past NCR drivers.
• People & RACI: who drafts, who approves, who witnesses/holds, who receives notifications.
• Notifications & logistics: required lead times (e.g., 7–14 days), readiness evidence (calibration, permits), site access.
• Traceability baseline: item/tags/serials, heat numbers, planned charts/recorder IDs, photo naming.

Mini RACI snapshot (adapt to your PO):

Task	Manufacturer QA/QC	Buyer/Owner QA	TPI	EPC/SQE
Draft ITP/QCP	R	C	C	C
Approve ITP & W/H	C	A	C	C
Execute controls & records	R	I	C	C
Witness/verify per ITP	I	R	R	I

Key: A Accountable, R Responsible, C Consulted, I Informed.

 

Vendor Inspection ITP Template: Witness & Hold Points

TL;DR (Featured Snippet, ~55 words)
An Inspection & Test Plan (ITP) is a stage-by-stage schedule for vendor inspection that defines witness (W) and hold (H) points, required records, and acceptance “as per API/ASME/ISO/EN referenced by the project spec.” A good ITP template is risk-based, ties evidence to tags/serials, and drives clear release decisions.

New to vendor QA/QC? Start with the vendor inspection hub for context and definitions.

Jump to:
Definition & purpose • Inputs before writing an ITP • Steps to build (risk-based) • ITP matrix (template) • Witness vs hold points • Records & traceability • Deviations/NCRs • Examples • Common mistakes • FAQs • Download • Training

ITP — Plain Definition & Purpose

Definition (ITP meaning):
An Inspection & Test Plan (ITP) is the buyer-approved roadmap for vendor inspection that sequences in-process checks, witness/hold points, acceptance references, and records at the supplier’s works and sub-vendors. Inspectors apply acceptance exactly per the standard/edition named by the project spec—never ad-hoc values.

ITP vs QCP (quick distinction):

• ITP (what to verify): stages, W/H points, acceptance references, records.
• QCP (how to control): manufacturer’s process controls, procedures, qualifications.
  Both must align to the referenced API/ASME/ISO/EN listed in the PO/ITP.

Where the ITP applies (typical scope):

• Fabrication and machining stages (dimensional, identification, preservation).
• Special processes: welding, heat treatment, coating/lining, NDE—extent per referenced clauses.
• FAT (Factory Acceptance Testing) and performance checks with calibrated instruments.
• Final dossier & release: evidence mapped to item/tag and ITP points.

Need role clarity first? See What Is Vendor Inspection? for responsibilities and RACI.

 

Inputs You Need Before Writing an ITP

Gather these before drafting your vendor inspection ITP template:

• Contract & scope: PO, datasheets, drawings/BOM (latest rev), manufacturing schedule, sub-vendor list.
• Standards list: the exact API/ASME/ISO/EN and editions the project spec references (acceptance will cite these).
• Procedures: test methods, NDE, welding/coating/HT procedures—each must reference the correct standard/edition.
• Risk cues: service criticality, pressure boundary items, irreversible steps, past NCR drivers.
• People & RACI: who drafts, who approves, who witnesses/holds, who receives notifications.
• Notifications & logistics: required lead times (e.g., 7–14 days), readiness evidence (calibration, permits), site access.
• Traceability baseline: item/tags/serials, heat numbers, planned charts/recorder IDs, photo naming.

Mini RACI snapshot (adapt to your PO):

Task	Manufacturer QA/QC	Buyer/Owner QA	TPI	EPC/SQE
Draft ITP/QCP	R	C	C	C
Approve ITP & W/H	C	A	C	C
Execute controls & records	R	I	C	C
Witness/verify per ITP	I	R	R	I

Key: A Accountable, R Responsible, C Consulted, I Informed.

 

How to Build a Risk-Based ITP (step-by-step)

Step 1 — Map the manufacturing process into stages

Create a simple flow of inspectable stages. Typical stages in an ITP example:

• Material receipt & identification
• Machining / fabrication set-ups
• Special processes: welding, heat treatment, coating/lining, NDE
• Dimensional verification (first-article, final)
• FAT (Factory Acceptance Testing) and functional checks
• Final inspection, dossier, and release

Keep each stage measurable, evidence-driven, and tied to item/tag/serial.

Step 2 — Assign witness (W) and hold (H) points by risk

• Mark H where the step is irreversible/high-risk (e.g., welding procedure qualification, FAT, final release).
• Mark W where visibility is needed but process can continue after witnessing (e.g., first-article dimensional, NDE on sample lots).
• Document the risk rationale so stakeholders understand why W/H are set.

Step 3 — Define acceptance references (placeholders only)

Write acceptance exactly as per the standard/edition named in the project spec, not ad-hoc numbers. Examples of correct wording:

• “Acceptance as per API 598 / ISO 5208 / EN 12266 referenced by the project spec.”
• “Dimensional acceptance as per drawing and ASME/EN B16 series referenced.”
• “Welding/NDE acceptance as per ASME IX / ASME V / ISO equivalents referenced.”

For valve packages later in your program, see the cross-pillar guide once: Valve Inspection Checklist.

Step 4 — Specify records and traceability per ITP point

For each stage, define mandatory evidence:

• Charts & logs (pressure/temperature/time), instrument IDs with valid calibration
• MTCs / EN 10204 certs, heat-to-part mapping
• NDE reports & indication maps, photo IDs with arrows/labels
• Dimensional sheets, IRs/NCRs, concession approvals (if any)
  Every record must map to a single tag/serial.

Step 5 — Add notifications & readiness gates

• Notification lead time (e.g., 7–14 days) for W/H points.
• Readiness prerequisites: “Do not proceed to FAT (H) until calibration certificates are verified, procedures are on the bench, and tag list is printed.”
• Site access & safety: permits (LOTO/pressure), PPE, hazards brief.

Step 6 — Clarify responsibilities & sign-offs inside the ITP

For each ITP line, name: Responsible (R), Accountable (A), and sign-off fields (vendor, TPI, buyer). Keep it consistent with your RACI.

Step 7 — Extend coverage to sub-vendors and labs

• Add ITP lines for heat treatment shops, coating yards, test labs.
• Ensure acceptance is still per referenced standards and evidence flows into the main dossier.

Step 8 — Control revisions and deviations

• If PO/scope changes or an NCR triggers re-tests, revise the ITP and update the notification chain.
• Keep a revision log with date, reason, and approver.

 

ITP Quick-Start Checklist (copy/paste)

Item	What “good” looks like	Status
Scope mapped to stages	Clear stages from receipt → special processes → dimensional → FAT → release	☐
Risk-based W/H points set	H on irreversible/high-risk; W on visibility; risk rationale recorded	☐
Acceptance references written	“As per API/ASME/ISO/EN referenced by project spec, edition X” — no numbers	☐
Records per stage defined	Charts, MTCs, NDE, photos, instrument IDs with valid calibration	☐
Traceability plan	Every record ties to one tag/serial; photo/file naming rules set	☐
Notifications & readiness	Lead times set; “do-not-proceed” gates written for H points	☐
Roles & sign-offs	R/A marked; signature boxes for vendor, TPI, buyer	☐
Sub-vendor coverage	HT/coating/NDE labs added with acceptance references	☐
Revision control	ITP rev table present; change reasons and approvals captured	☐

Want to reduce repeat NCRs while you build the plan? See Prevent Vendor Nonconformities for common traps and quick fixes.

 

ITP Matrix (template you can paste)

Use this vendor inspection ITP template to build a stage inspection plan with witness and hold points, acceptance references, and records.

ITP Point Register — horizontal (desktop)

Stage / Operation	Reference Docs (PO, dwg, datasheet, procedure)	Acceptance reference (per API/ASME/ISO/EN referenced by project spec; add edition)	W/H	Records required	Notification (days)	Responsible (R) / Accountable (A)	Result	Remarks
Material receipt & ID	PO; BOM; cert list	As per order & referenced material standard	W	EN 10204 certs; ID photos; heat-to-part map	7	Vendor R / Buyer A	☐ Conform ☐ NCR
Welding procedure & qualifications	WPS; PQR; WQR	As per ASME IX / ISO (referenced)	H	WPS/PQR/WQR copies; qualification logs	7	Vendor R / Buyer A	☐ Conform ☐ NCR	Do not proceed until approved
First-article dimensional	Drawing; datasheet	As per drawing & referenced dimensional standard	W	Dim sheet; photos with callouts	5	Vendor R / TPI R / Buyer A	☐ Conform ☐ NCR
Heat treatment	HT procedure	As per project spec / referenced standard	W	HT chart; IR; tag list	5	Vendor R / TPI R / Buyer A	☐ Conform ☐ NCR
Coating/lining	Coating spec; procedure	As per project coating spec	W	DFT log; cure report; holiday test (if req.)	5	Vendor R / Buyer A	☐ Conform ☐ NCR
NDE (critical welds)	NDE procedure	As per ASME V / ISO NDE (referenced)	W	NDE report; indication map	5	Vendor R / TPI R / Buyer A	☐ Conform ☐ NCR
FAT (performance/functional)	FAT procedure	As per API/ASME/ISO/EN referenced by project	H	Charts; instrument IDs + valid cal certs; photos	10	Vendor R / Buyer A / TPI R	☐ Conform ☐ NCR	Do not ship until released
Final inspection & dossier	ITP; dossier index	As per order/spec	H	Signed IRs; closed NCR log; release note	7	Vendor R / Buyer A	☐ Release ☐ Hold

ITP Point Register — vertical (mobile / narrow layouts)

Field	Value
Stage / Operation
Reference Docs
Acceptance reference	Per API/ASME/ISO/EN referenced by project spec; edition:
W/H
Records required
Notification (days)
Responsible / Accountable
Result	☐ Conform ☐ NCR
Remarks

Tip: keep one matrix per item or tag group; never mix dissimilar acceptance references on one line.

 

Witness vs Hold Points (examples & phrasing)

Typical W/H map (risk-based ITP example)

• W (Witness): first-article dimensional; in-process NDE on critical welds; coating DFT sampling; material receipt/ID.
• H (Hold): welding procedure & qualifications; FAT; final inspection & dossier/release; any irreversible step affecting safety/pressure boundary.

Ready-to-use wording (copy/paste)

• “Do not proceed to FAT (H) until calibration certificates for all gauges/recorders are verified and procedures are available at bench.”
• “Acceptance for this activity is as per <standard/edition> referenced by the project spec, clause <X>.”
• “Notify Buyer/TPI ≥ X days before W/H. Provide readiness pack: procedures, tag/serial list, instrument IDs + valid calibration.”
• “If nonconformity occurs, contain → correct → verify; re-tests as per the referenced standard. Concession by Buyer only.”

 

Records & Traceability (what to capture, exactly)

Per-stage evidence checklist

Stage	Mandatory evidence (tie to one tag/serial)
Material receipt	EN 10204 certs; heat-to-part map; ID photos; receiving IR
Special processes (weld/HT/coat)	Approved procedures; WPS/PQR/WQR; HT chart; DFT/holiday logs; operator quals
Dimensional	Dimensional sheet; drawing ref/clauses; photo IDs with callouts
NDE	Report; indication map; method sensitivity/settings; Level II/III signature (as applicable)
FAT	Test charts; instrument IDs; valid calibration certs; stabilization notes; photos/video list
Close-out	Signed IRs; NCR log with dispositions; concession (if any); dossier index; release note

Photo & file naming (keeps dossiers usable)

• Photos: PO-Item-Tag-Stage-Seq.jpg → 450123-PKG01-VLV100-FAT-001.jpg
• Charts: PO-Tag-Test-ChartID.pdf → 450123-VLV100-FAT-Shell-C112.pdf
• Cal certs list: include instrument ID ↔ cert ID ↔ expiry in one table; reference this ID in every IR.

Final Dossier Index (paste into your document)

Section	Contents	Acceptance reference	Signatures
Admin	PO, datasheet, drawings (latest rev)	Per order	Buyer/Vendor
ITP/QCP	Approved copies; W/H log	Per project spec	Buyer
Materials	EN 10204 certs; heat map	Per referenced standard	Vendor
Processes	WPS/PQR/WQR; HT; coating	Per referenced standard	Vendor/Inspector
Tests (FAT)	Charts; setpoints; instrument IDs + cal certs	Per referenced standard	Inspector
NDE	Reports; maps	Per referenced standard	Level II/III
NCR / Deviations	Log; dispositions; concession	Per procedure	Buyer
Photos/Video	Tagged and dated list	Per project spec	—
Release	Signed IRs; release note	Per order	Buyer

Cross-check: every row in the ITP Matrix should leave a paper trail in this Dossier Index.

Deviations & NCRs Through the ITP (clear workflow)

Rule of thumb: never invent criteria. All corrections/re-tests follow acceptance as per API/ASME/ISO/EN referenced by the project spec.

NCR Workflow (use in your ITP)

Step	Action	Owner	Evidence	Acceptance reference
1. Contain	Stop use/ship; mark tag/serial; segregate	Vendor	Photos, tag list	Per project procedure
2. Correct	Repair/rework to approved procedure	Vendor	Repair record; procedure ID	Per referenced standard/edition
3. Verify	Re-inspect / re-test	TPI/Buyer	IR; charts; instrument IDs + valid calibration	Per referenced clause
4. Concession (if needed)	Buyer reviews deviation; approve/reject	Buyer QA	Concession form; risk note	Per project control
5. Close & prevent	Close NCR; update ITP rev; note prevention	Vendor/Buyer	NCR log; ITP rev table	Per procedure

Template phrases (paste into IR/ITP):

• “Re-test performed as per <standard/edition> referenced by the project spec, clause <X>.”
• “Do not proceed to the next Hold point until NCR <ID> is Closed.”
• “Concession approvals are Buyer-only.”

 

Examples (how to reflect in your ITP)

A) Valves (ITP example — acceptance phrasing only)

Stage	W/H	Acceptance reference	Records
First-article dimensional	W	As per drawing & referenced dimensional standard	Dim sheet; photos
Seat leak / shell tests (FAT)	H	As per API 598 / ISO 5208 / EN 12266-1 referenced by project	Charts; instrument IDs + valid cal certs; photos
Final inspection & dossier	H	Per order/spec	Signed IRs; closed NCR log; release note

For comprehensive valve steps use once: see our valve guide in the pillar.

B) Pressure Equipment (vessels, exchangers — where applicable)

Stage	W/H	Acceptance reference	Records
WPS/PQR/WQR	H	As per ASME IX / ISO (referenced)	WPS, PQR, WQR
Hydro/pneumatic test	H	As per ASME VIII / EN 13445 (referenced)	Pressure/temperature/time charts; instrument IDs + cal certs
NDE on critical welds	W	As per ASME V / ISO NDE (referenced)	NDE reports; indication maps

C) Packaged Equipment (e.g., compressor skids)

Stage	W/H	Acceptance reference	Records
Functional/controls FAT	H	As per project-referenced API/ASME/ISO/EN	FAT procedure; I/O sheets; charts; instrument IDs
Coating/lining	W	As per project coating spec	DFT/cure/holiday logs
Final dossier	H	Per order/spec	Dossier index; release note

 

Common ITP Mistakes (and quick fixes)

• Missing standard edition/year → Add the exact edition to the “Acceptance reference” column.
• Overusing Witness without risk logic → Place Hold on irreversible/high-risk steps (e.g., FAT, release).
• No calibration proof → Add a readiness gate: “Do not proceed until cal certs are verified.”
• Vague records → Name which chart, which instrument ID, and how photos are tagged.
• Sub-vendor blind spots → Add separate ITP lines for HT/coating/labs; fold evidence into the dossier index.
• ITP not updated after NCRs → Maintain an ITP revision log tied to NCR closures.

 

FAQs — Vendor Inspection ITP (snippet-ready)

What is an ITP in vendor inspection?
A stage-by-stage plan listing witness/hold points, acceptance references, and required records at the supplier’s works. Acceptance is applied as per API/ASME/ISO/EN referenced by the project spec.

How do I choose witness vs hold points?
Use risk. Put Hold on irreversible/high-risk steps (e.g., FAT, release). Use Witness for visibility. Always document the risk rationale.

What acceptance criteria go into an ITP?
Do not restate numbers. Write “as per <standard/edition> referenced by the project spec,” citing the clause.

Who approves the ITP?
Manufacturer drafts; Buyer/Owner QA approves. TPI may review for surveillance practicality.

What records are mandatory at each point?
Define them in the ITP: charts, instrument IDs with valid calibration, MTCs (EN 10204), NDE reports, dimensional sheets, photos, IRs/NCRs—each tied to a tag/serial.

How do I handle deviations and NCRs in the ITP?
Follow Contain → Correct → Verify → Concession (if needed) → Close, with re-tests as per the referenced standard and ITP revision control.

How does the ITP link to FAT?
Set Hold at FAT, list procedure IDs, notification lead time, readiness gates, and acceptance as per the referenced standard.

Where can I learn the roles & responsibilities?
See What Is Vendor Inspection? for RACI and scope clarity.

 

Download: Vendor Inspection ITP Template (free)

Filename: Vendor_ITP_Template.zip (XLSX + DOCX)

• Editable ITP matrix with risk-based witness/hold logic and notifications.
• FAT readiness checklist + IR/NCR mini-forms tied to tag/serial traceability.
• Dossier index sheet to standardize evidence and speed release.

CTA: Download the Vendor Inspection ITP Template (ZIP) and adapt it to your PO in minutes.

 

Vendor Inspection Training — Upskill Your Team

Sharpen planning and execution with Vendor Inspection Training. Build a risk-based ITP, set witness/hold points, run FAT, and apply acceptance as per the standards your projects reference—from day one on the shop floor.