1. Identify the sample
Record supplier, product, date received and sample type.
2. Capture the reference
Photograph the sample, labels, packaging and identifying marks.
3. Measure what matters
Record dimensions, materials, colors and construction against the specification.
4. Record evaluation
List tests performed, conditions, results and unresolved questions.
5. List production differences
Record differences between the sample and proposed production.
6. State a decision
Mark approved, rejected or approved subject to listed changes.
7. Confirm the record
Record the approver, date and written supplier acknowledgment.
8. Keep the reference
Retain reference samples where practical and agree production tolerances.
Before you move forward
Sample approval records an agreed reference. It does not replace production checks or establish compliance by itself.
Use this checklist to prepare a conversation. The actual work, tests and responsibilities are agreed for each project.