Make the sample approval useful for your next order.
Use a sample to clarify what you will approve for a larger order. Share the reference, quantity and evaluation requirements so the team can review sample purchasing and delivery with you.
Specify the sample you need
Send the product reference, variant, sample quantity and delivery country. Explain what you want to evaluate, such as dimensions, material, finish, fit or packaging. Add any mandatory specifications and mark details that still need supplier confirmation.
Confirm what the supplier will provide
Ask whether the proposed sample is existing stock, a production sample or a specially prepared unit. Record its specification, version and any differences from the intended bulk product. Confirm sample preparation time, price and domestic delivery before approving the purchase.
Plan receiving and onward delivery
Agree which checks and photographs are needed when the sample arrives. Tell the team whether original packaging, labels or included components must remain intact. Review the packing and shipping quote using the actual goods and destination.
Create a useful approval record
Keep the sample reference, supplier, version, evaluation date and the observations that support your decision. Record accepted features and requested changes separately. Give the supplier the approved specification and clarify how any changes will be confirmed.
Prepare the bulk-order requirements
Use the approved sample alongside written specifications, tolerances and inspection criteria. Confirm how production units will be checked against those requirements and who can approve deviations. Discuss a separate inspection plan for the proposed batch.
Confirm each part of the cost
Review sample price, purchasing support, preparation, domestic delivery and onward shipping as separate items. Ask whether any sample credit against a later order is offered by the supplier and record the conditions. Confirm estimated or pending costs before relying on the total.
What happens next
Share the sample requirement, review the supplier response and approve the scope and quote. Evaluate the received sample, then confirm the specification and inspection requirements for any later order.
Write down what approval means
If the sample is acceptable except for one change, record both the accepted features and the requested correction. Keep the sample identifier with that note and your production specification. This gives the supplier and inspection team a clearer reference than a message saying only that the sample is approved.
Prepare the sample requirement
Send the supplier or product reference, sample variant, quantity and destination. Identify the features you need to evaluate and any drawing or version to use.
