Approve a product sample with a clear written record

State what the sample represents

Before requesting a sample, agree its purpose. A stock item, decorated sample, development prototype and production sample answer different questions. Record the product reference, drawing revision, material, finish, colour, decoration and packing that it is meant to represent. Ask the supplier to identify any differences from the proposed production order. If an available sample uses a substitute material or another size, decide which checks remain possible and which must wait. Approval should describe the accepted scope rather than imply that every feature has been checked.

Prepare the acceptance criteria

Write the checks before the sample arrives. Include the characteristics that matter to intended use: dimensions, fit, operation, appearance, decoration position and packaging where relevant. State the method and reference used for each check. A photograph can record appearance, but it may be unsuitable for confirming an exact colour or dimension. Where tolerances or performance thresholds matter, agree the values and how they will be measured. Ask an appropriate specialist to define testing that exceeds your own equipment or competence.

Inspect and record consistently

Identify the sample on arrival and keep its labels or accompanying documents. Photograph the item, packaging and important details. Record measurements with units and note the conditions that could affect the result. Distinguish a confirmed defect from a question that needs clarification. Compare the sample with the current specification, not a remembered conversation or an earlier artwork file. Where several people review it, gather their findings into one decision so the supplier does not receive contradictory instructions.

Make the decision explicit

A useful approval names the sample, specification revision and date. State whether it is approved, rejected or approved subject to listed changes. Describe every required correction and ask how it will be demonstrated before production. A message saying the sample looks good may leave critical points unresolved. If a feature has not been tested, record that limitation. Approval of appearance should not silently become approval of durability, safety, packaging performance or a different material proposed later.

Control changes after approval

Save the accepted artwork, drawings, photographs and written decision together. Record whether the physical sample will be retained and who holds it. When any specification changes, identify the affected checks and decide whether a new sample or proof is needed. Confirm the effect on price and schedule before treating the change as accepted. A reference sample is useful only when both sides understand its relationship to the written specification and the version that production must follow.

Connect approval to production checks

Sample approval is one stage of an order rather than evidence that every production unit matches it. Agree how production conformity will be assessed and how differences will be handled. The appropriate checks depend on the item, process and risks of the project. Record who will inspect, what information they will receive and when a decision is required. Keep sample approval, production approval and shipment release distinct in your records. This makes each decision understandable and gives later discussions a concrete reference.