Start with what is actually available
List each product and record the documents received, dates and versions. Separate missing documents from documents that are present but unclear, outdated or not traceable to the product.
Ask focused questions
Instead of asking for “all EU documents”, identify the exact information needed and why. A request for a quantitative formula is different from a request for the consumer-facing ingredient list.
Agree confidential sharing
If the supplier will only disclose information directly to the assessor, discuss the sharing arrangement before exchanging files. Keep commercial contacts and document versions clear so follow-up reaches the right person.
Do not treat a gap list as clearance
A preliminary review can help establish what is missing. It does not establish that the product is ready for sale. The next assessment step depends on resolving the material questions.