Approve a sample

1. Check against the agreed brief

Identify what the sample is intended to confirm. Review it for the actual use and arrange physical checks or specialist testing when needed; photographs alone may not answer questions about fit or function.

• Dimensions, materials, fit and finish.
• Colors, branding, function and included components.
• Packaging, labels, assembly and handling requirements.

2. Keep approval and changes separate

Use dated notes, marked photographs and a revision identifier. Record what is accepted, what must change and what remains unresolved. Assign each requested action to the responsible party and confirm whether another sample or other evidence is needed.

3. Confirm the production reference

Identify the approved sample and specification in writing. Record quantity, packaging, accepted exceptions and who may approve future changes. Confirm any cost or timing effect before further work. Approval of one detail should not be treated as approval of every unresolved item.

4. Agree production checks

Define the inspection scope, acceptance criteria and response to findings before production proceeds. Clarify who reviews the results and decides whether to accept, correct, recheck or hold. Specialist testing needs a suitable provider and a separately agreed scope where required.

5. Keep an approval record

Illustrative fields: project reference, sample version, review date, specification used, accepted details, requested changes, open questions, decision and approver. This is a suggested template, not evidence of a completed project. Keep the approved reference accessible to the buyer, coordinating team and responsible manufacturing partner.