This document outlines the existing email notification available in ChainPoint. Note that notifications language may be updated in the future and may not be consistent with this guidance. For most recent wording please contact your FTUSA representative.
| Scoping & Scheduling | |
| Audit Checklist | |
| NC Review & Closure (CAP) |
| Form Name: | Scoping and Scheduling |
| Notification Type: | Email when status changes |
| Notification Name: | Scoping Form Issued to CH |
| Form Status: | Issued to CH |
| Recipient: | CH Compliance Manager |
| CC: | CAB Program Admin |
| Subject: | Fair Trade USA Scoping Form - Ready for Review |
| Body: |
"Dear [[Certificate Holder]], To plan for your annual Fair Trade audit, you must complete the scoping form. This form helps your audit company understand any recent changes to your operations and helps ensure your audit is the correct length. You can use the link below to log in and complete your form.
[[Click here to open your Scoping form.]]
You can log in to ChainPoint using your Fair Trade USA Partner Portal credentials. Please complete the form by [[Scoping Form Due Date]].
Thank you for your partnership with Fair Trade USA. We appreciate your commitment to fair labor practices and our certification program. If you have any questions, please don't hesitate to reach out to us. We're always happy to help.
Best regards, [[CAB]]" |
| Form Name: | Scoping and Scheduling |
| Notification Type: | Reminder |
| Notification Name: | Scoping Form Issued - 7-day reminder |
| Form Status: | Issued to CH |
| CC: | |
| Subject: | Scoping Form - 7-day reminder |
| Body: |
"Dear [[CH]],
Please remember to submit the scoping form for your upcoming audit. Complete the form as soon as possible for your CAB to begin the audit scheduling process. The scoping form is due in 7 days. This form helps your audit company understand any recent changes to your operations and helps ensure your audit is the correct length. You can use the link below to log in and complete your form.
[[Link to Scoping form]]
If you have any questions or concerns, please don't hesitate to contact [[CAB]].
Best regards, [[CAB]]" |
| Form Name: | Scoping and Scheduling |
| Notification Type: | Reminder |
| Notification Name: | Scoping Form Issued - 14-day reminder |
| Form Status: | Issued to CH |
| Recipient: | CH Compliance Manager |
| CC: | |
| Subject: | Scoping Form - 7-day reminder |
| Body: |
"Dear [[CH]], This is a notice to inform you that we have not received your scoping form yet. [[CAB]] will contact you soon with additional information. We urge you to complete and submit the form as soon as possible to avoid any further delay in the audit process. Failure to complete the form will delay the scheduling of your annual audit, which can lead to suspension of your certification. If you have any questions or concerns, please reach out to us for assistance. [[Link to Scoping Form]] Thank you for your attention to this matter. Best regards, [[CAB]]" |
| Form Name: | Scoping and Scheduling |
| Notification Type: | Email when status changes |
| Notification Name: | Scoping Form Review needed |
| Form Status: | CAB Review |
| Recipient: | CAB Program Administrator |
| Subject: | Scoping Form Ready for Review |
| Body: |
Dear [[Program Admin(s)]], |
| Form Name: | Scoping and Scheduling |
| Notification Type: | Email when status changes |
| Notification Name: | Scoping Form in Review by CAB |
| Form Status: | CAB Review |
| Recipient: | CH Compliance Manager |
| CC: | FTUSA Partnership Manager |
| Subject: | Scoping Form Submitted |
| Body: |
"Dear [[Certificate Holder]],
Thank you for submitting your updated scoping form! We have received it and appreciate your cooperation in completing it promptly.
[[CAB]] will review your form and reach out to you if any additional information is needed. We are committed to ensuring that the audit process goes smoothly, and we appreciate your continued cooperation in this matter.
Best regards, [[CAB]]" |
| Form Name: | Scoping and Scheduling |
| Notification Type: | Email when status changes |
| Notification Name: | Scheduling in Progress |
| Form Status: | Scheduling in Progress |
| Recipient: | CH Compliance Manager |
| CC: | FTUSA Partnership Manager |
| Subject: | Audit Scheduling in Progress |
| Body: |
Dear [[Certificate Holder]],
Your audit schedule from [[CAB]] is now in progress!
[[Click here to view the Scoping/Scheduling form.]]
Please be aware that [[CAB]] may update this schedule as needed. For the most current schedule, [[log into ChainPoint and view the Audit Schedule]]. If you have any questions or concerns, please contact [[Program Admin(s)]].
Best regards, [[CAB]] |
| Form Name: | Scoping and Scheduling |
| Notification Type: | Reminder |
| Notification Name: | Share Final Audit Plan Notification |
| Form Status: | Scheduled (14 days prior to audit start date) |
| Recipient: | CAB Program Administrator |
| CC: | |
| Subject: | Share Final Audit Plan Notification |
| Body: |
Dear [[CAB Program admin recipients]], [[CH]]’s upcoming audit is two weeks away. Please share the final audit plan in ChainPoint.
Certificate Holder or Applicant: [[CH]] Audit Type: [[Audit Type]] Audit Start Date: [[Start date]] [[Link to Scheduling form]] If any additional information is required prior to the audit, please contact [[Compliance manager]]. Sincerely,
The Fair Trade USA Team |
| Form Name: | APS, CFS and FPS Audit Forms |
| Notification Type: | Email when status changes |
| Notification Name: | APS, CFS, FPS Audit Scheduled (To Certificate Holder) |
| Form Status: | Scheduled |
| Recipient: | CH Compliance Manager |
| CC: | |
| Subject: | Your Fair Trade USA Audit is scheduled! |
| Body: |
Dear [[CH]], [[Certification Body]], has scheduled an audit for [[Entity Legal Name]]. Please log in to ChainPoint to review the details and reach out to [[Certification Body]] if you have any questions.
Certificate Holder or Applicant: [[Entity Legal Name]]
CAB Selected: [[Certification Body]]
Best regards, [[Certification Body]]" |
| Form Name: | APS, CFS, and FPS Audit Forms |
| Notification Type: | Email when status changes |
| Notification Name: | APS, CFS, FPS Audit Lead auditor assigned (to auditor) |
| Form Status: | Lead Auditor Assigned |
| Recipient: | Lead Auditor |
| CC: | |
| Subject: | AN FTUSA APS, CFS, FPS, Audit for [[Entity Legal Name]] has been assigned to you |
| Body: |
"Dear [[Lead Auditor]],
An audit checklist is now available for [[Entity Legal Name]] scheduled to start on [[Onsite Audit Start Date]]. Please contact [[CAB Contact]] if you have any questions prior to performing the audit.
Certificate Holder or Applicant: [[Entity Legal Name]]
CAB Selected: [[Certification Body]]
Audit Type: [[Type of Audit]]
Start Date: [[Onsite Audit Start Date]]
End Date: [[Onsite Audit End Date]]
Best regards,
The Fair Trade USA Team" |
| Form Name: | APS, CFS and FPS Audit Forms |
| Notification Type: | Email when status changes |
| Notification Name: | APS, CFS, FPS, Preliminary report available for review |
| Form Status: | Ready for Technical Review |
| Recipient: | CH Compliance Manager |
| CC: | |
| Subject: | [Standard] Preliminary Audit Report Available for [[Entity Legal Name]] |
| Body: |
"Hello [[Entity Legal Name]],
A Fair Trade USA preliminary audit report is now available in ChainPoint. This preliminary report is issued at the close of your audit so you can review the outcomes with your auditor. A final report will be issued by your CAB in about one month. The final report may differ from the preliminary report and may include additional non-compliances. You may begin taking actions on the non-compliances included in the preliminary audit report, but the Corrective Action Process officially begins once you receive your final audit report, with the finalized non-compliances. Your Corrective Action Plans can be recorded in ChainPoint once you have received your final audit report. If you have any questions or concerns, please don't hesitate to reach out to [[Certification Body]]. Thank you for your continued commitment to the Fair Trade movement!
Best regards, [[Certification Body]]" |
| Form Name: | APS, CFS and FPS Audit Forms |
| Notification Type: | Email when status changes |
| Notification Name: | APS, CFS, FPS Audits - Ready for Technical Review |
| Form Status: | Ready for Technical Review |
| Recipient: | Technical Reviewer, CAB Contacts |
| CC: | |
| Subject: | FTUSA [Standard] Audit [[Audit ID]] is ready for Technical Review |
| Body: |
"Dear [[CAB Contacts]], This is to notify you that the preliminary audit report for [[Entity Legal Name]] is now available for review in [[ChainPoint]]. Please assign a technical reviewer, if one is not currently assigned, and advance the audit to the Technical Review In Progress status. Once the technical reviewer completes their review, the final report will be available in [[ChainPoint]]. Technical Reviewer assigned: [[Technical Reviewer (employee)]] Certificate Holder or Applicant: [[Entity Legal Name]] [[Certification Body]]'s review must be completed within 28 days after the audit. If you have any questions or concerns, please don't hesitate to reach out to us. Thank you for your continued partnership.
Best regards, The Fair Trade USA Team " |
| Form Name: | APS, CFS and FPS Audit Forms |
| Notification Type: | Email when status changes |
| Notification Name: | APS, CFS, FPS Technical Review In Progress |
| Form Status: | Technical Review In Progress |
| Recipient: | Technical Reviewer |
| CC: | |
| Subject: | A new preliminary audit report for [[Entity Legal Name]] needs your review. |
| Body: |
"Dear [[Technical Reviewer (employee)]], A new preliminary audit report for [[Entity Legal Name]] needs your review in [[ChainPoint]].
Certificate Holder or Applicant: [[Entity Legal Name]]
The Preliminary Audit Report is attached to this e-mail.
Audit ID: [[Audit ID]]
[[Certification Body]]’s review must be completed within 28 days after the audit.
Thank you for your continued partnership.
Best regards,
The Fair Trade USA Team" |
| Form Name: | APS, CFS and FPS Audit Forms |
| Notification Type: | Email when status changes |
| Notification Name: | APS, CFS, FPS Final Audit Report Submitted |
| Form Status: | Final Audit Report Submitted |
| Recipient: | CH Compliance Manager |
| CC: | |
| Subject: | APS, CFS, FPS Final Audit Report submitted for [[Entity Legal Name]] |
| Body: |
"Hello [[Entity Legal Name]], Your final audit report is now available for review in ChainPoint. We appreciate your patience throughout the review process and thank you for your partnership with us!
You are required to submit a Corrective Action Plan for each non-compliance in the final audit report. Corrective Action Plans are submitted on ChainPoint. Corrective Action Plans must include a correction, root cause analysis and preventative action. All non-compliances must be closed by [CAP end date].
If you have any questions about the non-compliance(s) raised during your audit, please reach out to [[CAB Contact]].
Thank you again for your cooperation and partnership.
Best regards,
[[Certification Body]]
[[Click here to open this audit in ChainPoint.]]" |
| Form Name: | NC Review and Closure |
| Notification Type: | Email when status changes |
| Notification Name: | CAP review CAB |
| Form Status: | Review CAB |
| Recipient: | CAP Reviewer |
| CC: | FTUSA Partnership Manager |
| Subject: | Correction Action Plan [[Form indication]] ready for review |
| Body: |
"Dear [[CAP Reviewer]], The Corrective Action Plan of [[Certificate Holder]] requires your review.
Last remark from [[Remarked by]]: [[Form last status remarks]] Current round: [[Current Round]] [[Link to NC Review and Closure form]] You must complete your review by [[Round End Date]].
If all NC are closed, change status in the NC review and closure form to ""completed"".
If any NCs remain is open, please send it back to review by the Certificate Holder. You can do this by using the Submit to CH for Review button at the top of the NC Review and Closure form.
Kind regards, Fair Trade Certified" |
| Form Name: | NC Review and Closure |
| Notification Type: | Email when status changes |
| Notification Name: | CAP review CH |
| Form Status: | Review CH |
| Recipient: | CH Compliance Manager |
| CC: | FTUSA Partnership Manager |
| Subject: | Corrective Action Plan [[form indication]] ready for review |
| Body: |
"Dear [[Certificate Holder Compliance Managers]],
Please review your [[NC Review and Closure form]] in the Fair Trade Certified platform.
You have until [[Due Date for CH CAP & NC Evidence Submission]] to provide an update on corrections and preventative actions and to submit evidence of closure of your NCs.
Last status remark from [[Remarked by]]: [[Form last status remarks]]
Kind regards, Fair Trade Certified" |
| Form Name: | NC Review and Closure |
| Notification Type: | Reminder |
| Notification Name: | NC review reminder 7 days |
| Form Status: | Review CAB |
| Recipient: | CAP Reviewer, CAB Program Admin |
| CC: | |
| Subject: | NC Review and Closure due on [[Round due date]] (Round[[Round number]] ) |
| Body: |
"Dear [[CAP Reviewer]],
Please review and provide your feedback on the NC Review and Closure form for [[CH]] by [[Round due date]]
Account: [[CH]]
NC Review ID: [[ID]]
Round: [[Round number]]
Number of Open NCs: [[Number of open NC]]
CAB Review Due: [[Round due date]]
Link to NC Review Overview
Thank you for your attention to this matter. Best regards, The Fair Trade USA Team" |
| Form Name: | NC Review and Closure |
| Notification Type: | Reminder |
| Notification Name: | NC review reminder 12 days |
| Form Status: | Review CAB |
| Recipient: | CAP Reviewer, CAB Program Admin |
| CC: | |
| Subject: | Nc Review and Closure due on [[Round due date]] (Round [[Round number]] ) |
| Body: |
"Dear [[CAP Reviewer]],
The NC Review and Closure form for [[CH]] has been in CAB review for 12 days. Please complete your review and provide feedback by [[Round due date]].
Account: [[CH]]
NC Review ID: [[ID]]
Round: [[Round number]]
Number of Open NCs: [[Number of open NC]]
CAB Review Due: [[Round due date]]
Link to NC Review Overview
Thank you for your attention to this matter. If you are not able to submit your review and feedback by the Round End Date, please extend the Round End Date in ChainPoint to reflect the new timeframe.
Best regards, The Fair Trade USA Team |
| Form Name: | NC Review and Closure |
| Notification Type: | Email when status changes |
| Notification Name: | NC Review is now in Round 6 |
| Form Status: | Review CH (Round 6) |
| Recipient: | FTUSA Certification PM, FTUSA Field Advisor |
| CC: | |
| Subject: | NC Review and Closure due on [[Round due date]] (Round [[Round number]] ) |
| Body: |
[[CAB]] has advanced the CAP round to Round 6 for [[Certificate Holder]]. The due date is now [[CAP Round Due Date]].
Account: [[Certificate Holder]]
NC Review and Closure ID: [[NC Review Form ID]]
Number of Open NCs: [[Number of Open NC]]
Response Due By: [[Due Date for CH Submission of CAP & NC Evidence]] |