A sample approval checklist should identify the exact sample and document versions you reviewed, compare the product and packaging with the current requirements, record differences and state what approval status applies. It should also show which questions remain open before the supplier uses the sample as a production reference. An approved sample is useful because it is a defined point of comparison. It is not a guarantee that all production goods will match, meet regulations, ship on time or pass a later inspection.<\/p>\n
A brief message saying “approved” creates more risk than clarity when the sample, drawing, packaging file and supplier comments have changed during development. The approval record should let a colleague see what was reviewed, what was accepted and what still needs evidence. That record is then more useful to the supplier and, where appropriate, to the inspection team.<\/p>\n
Identify the sample version before you review it. Compare it with the current product specification, references and packaging requirements. Record the difference between what you observed and what was required, then decide whether the item needs correction, clarification or more evidence. State an approval status in writing and keep the approved sample reference together with the relevant records. Treat approval as a scoped decision. It does not replace supplier verification, the commercial agreement, technical or legal review, or a product inspection plan.<\/p>\n
Start by identifying the sample in a way that can be traced later. Record the product name or code, supplier, sample version, date received and the purpose of the review. A prototype, a revised development sample and a pre-production sample can answer different questions. The approval record should not imply that one represents another unless that was part of the review scope.<\/p>\n
Gather the documents that control the comparison. This may include the current product specification sheet<\/a>, drawing, material reference, packaging artwork, supplier quotation or approved change record. Write the document versions in the review record. If two documents conflict, resolve the conflict before approving the sample. A sample cannot settle which written requirement applies when the buyer has not decided it.<\/p>\n Kelsy Sourcing’s sample approval checklist<\/a> recommends linking the sample to its version and the controlled documents used for the review. That is a practical discipline. It prevents feedback about an earlier sample or discarded packaging design from leaking into the final approval.<\/p>\n Define the review scope as well. You may be checking material, dimensions, appearance, assembly, accessories, branding, packaging or a limited functional point. State what you did not review. A transparent limitation is better than treating a partial sample check as a complete production release.<\/p>\n Review the sample against the requirement that applies to the order, not against a vague idea of what looks good. Check the areas that matter for the product, such as the material, dimensions, finish, construction, configuration and visible workmanship. If a requirement is measurable, record the method or reference used. If it is a visual comparison, identify the approved drawing, swatch or reference sample.<\/p>\n Use direct observations. Write that a component differs from the stated material, a logo sits differently from the current artwork, or a dimension needs confirmation against the drawing. Avoid comments such as “better quality” or “looks wrong” without a reference. The supplier needs to see what should change and the buyer needs to know why that change was requested.<\/p>\n InTouch Quality explains that an approval sample can complement written specifications during a product inspection because it gives the inspector a physical point of comparison for features such as appearance, material or assembly. Its approval-sample guidance<\/a> also makes an important limitation clear: known deviations in an approved sample need to be communicated rather than assumed away.<\/p>\n If a feature needs specialist engineering, laboratory or legal assessment, list that need separately. The sample approval checklist does not replace the person or method required to make that assessment. It records the buyer’s product review decision within the scope examined.<\/p>\n Unpack the sample as a customer or operator would, then compare the full set with the current requirements. Check the components, accessories, labels, instructions and included items that apply to the product. A correct main item does not automatically mean the complete selling unit matches the intended order.<\/p>\n Review branding and packaging as their own sections. Record the artwork version, print position, packaging configuration, inserts and any marks that you have defined. If the product sample arrived in temporary or neutral packaging, state that packaging remains open. Product approval does not automatically approve a box, label, manual or carton that was not presented in its final form.<\/p>\nCompare the product against current requirements<\/h2>\n
Review components branding and packaging<\/h2>\n