Supplier sample approval checklist
Use this page before approving mass production. It converts a supplier sample into a controlled decision: approve, approve with conditions, retest, or reject.
Decision rule
A sample is not approved because it “looks okay”. It is approved only when specification, workmanship, packaging, labeling, documentation and deviation handling are all recorded.
| Approve | Matches critical specs, no open safety/function defects, packaging confirmed. |
|---|---|
| Conditional approve | Minor deviations accepted in writing with exact mass-production limits. |
| Retest | Unclear measurements, missing evidence or revised supplier sample required. |
| Reject | Critical function, safety, material, color, labeling or compliance failure. |
Minimum evidence pack
- Photos from front, back, side, close-up and packaging view.
- Measurement sheet with tolerance notes and test method.
- Material, finish, color and logo confirmation.
- Supplier declaration of any deviation from the requested spec.
- Buyer approval note with date, approver and conditions.
Approval checklist
- Identify the sample. Record supplier name, item code, revision, sample quantity, received date and whether it is hand-made, pilot-run or production-line sample.
- Compare against the agreed specification. Check dimensions, material, color, function, finish, accessories, documents and packaging against the purchase spec or drawing.
- Separate critical and cosmetic issues. Critical issues block approval; cosmetic issues need acceptance limits, photos and production control notes.
- Confirm packaging and labeling. Verify unit packing, carton mark, barcode, warning label, manual, inner protection and export carton strength if relevant.
- Ask for production-control proof. Request how the supplier will reproduce this sample: tooling, line setup, QC checkpoints, first-article inspection and final inspection plan.
- Write the decision. Use one sentence: “Approved for production”, “Approved only if…”, “Retest required because…”, or “Rejected because…”.
- Link to follow-up. If defects remain, create an owner/deadline/evidence line in the supplier corrective action tracker.
Copy-ready approval note
Sample decision: [approve / conditional approve / retest / reject]. Approved reference sample: [sample ID + date]. Open conditions: [list]. Supplier must confirm that mass production will match this approved sample and that any change requires written buyer approval before shipment.
Common failure signals
- Supplier says “mass production will be better” but cannot provide a corrected sample.
- Packaging is missing even though shipment damage risk is high.
- Color/material mismatch is described as “normal tolerance” without a written range.
- The sample is handmade while production will use a different process.