A sample that “looks good” is not yet an actionable production specification. Buyer and supplier need a shared record stating which version was reviewed, what passed and what remains unresolved. This checklist supports sample communication; it does not replace product testing or compliance assessment.
Identify the sample and document versions
Assign a unique sample ID and record the supplier, model, receipt date, drawing version and photo filenames. Photograph the whole product, key joints, accessories and packaging, with an ID or size reference in the images. Different colors, materials or structures should not share a vague “final version” label.
Turn impressions into checkable requirements
- Dimensions and structure: list critical measurements, measurement points and tolerances agreed by both parties.
- Materials and appearance: record material names, color references, finishes and appearance defects to avoid.
- Function and accessories: specify test conditions, operating methods, accessory quantities and instruction versions.
- Packaging and labels: confirm protection, labels, packing quantities and the packaging version.
Words such as “strong” or “similar color” need photographs, measurements or a reference sample. Confirm applicable safety and certification tests and who will perform them separately; subjective use cannot replace those checks.
Separate approved, change required and unresolved items
| Record | What to specify |
|---|---|
| Inspection basis | Sample ID and specification or drawing version |
| Actual result | Evidence such as measurements, photo references or functional records |
| Decision | Approved / change required / not yet verified |
| Next step | Required change, owner, confirmation date and method |
Do not mark the entire sample approved when only part has passed. If appearance is accepted but accessory quantities and instructions remain open, keep both issues in the record.
Manage changes after retaining the approved sample
Agree how the approved reference sample will be retained, who keeps it and how documents are shared. Later material, dimension, accessory or packaging changes need a reason, affected specifications, cost and lead-time implications, and a decision on whether a new sample is required. An unapproved version must not silently replace the agreed reference.
Carry the sample record into later inspection
Keep the final approval record with the order requirements for production discussions and pre-shipment checks. Sample approval does not establish that every unit in a batch will be identical, or verify manufacturer identity or compliance.
Continue with OEM and ODM responsibilities, writing a clear RFQ and the pre-shipment checklist.