Before production starts, record exactly which sample and specification the buyer has approved. Keep unresolved requirements visible, define permitted deviations and agree who can approve changes. A sample is a purchasing reference; it does not by itself prove compliance or guarantee every production unit.
1. Identify the approved version
Give each sample a reference, revision and date. Link it to the supplier quotation, drawings, material description and packaging requirements. Record whether it is a stock example, a development sample or the agreed production reference. Keep photographs and written notes together so a later discussion refers to the same version.
If several samples show different features, state which feature is approved on each one. Do not describe an entire sample as approved when its material, function or packaging still needs a decision.
2. Make acceptance criteria measurable
List the dimensions, functions, materials, finish and packaging features that matter for the intended use. Agree how they will be checked and what deviations are acceptable. A colour photograph or the phrase “good quality” may leave room for different interpretations. Use appropriate physical references or documented methods where needed.
Check product and destination requirements separately. A sample that looks acceptable may still require testing, labelling or other evidence. Confirm the applicable requirements and obtain qualified advice when the product or market calls for it.
3. Separate approved items from open decisions
Use an approval record with four parts: the version reviewed, the checks performed, the items accepted and the items still open. Assign an owner and next step to each open issue. State whether the decision allows another sample, tooling work or production; these are different approvals.
If an approval depends on a correction, request evidence of that correction before treating the condition as closed. Keep important decisions in writing rather than relying only on an informal conversation.
4. Agree the change process
Materials, components, processes, artwork and packaging can change after sample review. Agree that proposed changes are documented and assessed before implementation. Record the reason, affected specifications, possible cost or timing effects and the buyer’s decision.
A revised sample or specification should have a new reference. Keep earlier versions as history and clearly identify the current production reference so the factory and buyer do not work from different files.
5. Define production checks and shipment approval
Agree inspection timing, scope, defect criteria, reporting and approval responsibilities before the order proceeds. Depending on the product, a pre-production review, production checks, laboratory testing or a pre-shipment inspection may address different questions. Do not assume one check replaces all the others.
When LiSY coordinates an agreed independent inspection, the third-party agency performs the inspection and issues its findings. LiSY coordinates arrangements and follows up on open items. The buyer retains the shipment decision under the agreed approval process. Sampling has limits and does not establish that every unit is free of defects.
Use a simple approval record
- Product, supplier and purchase-order reference.
- Sample ID, revision, review date and supporting files.
- Checks performed, acceptance criteria and results.
- Accepted features, permitted deviations and unresolved items.
- Decision owner, conditions and the stage authorized.
- Change history and the current production reference.
Start with the buyer brief and quotation templates, then review quality checks and shipping coordination. For help with an agreed project scope, send LiSY a non-confidential sourcing brief.