You are sourcing a new product
The first sample is the moment to test whether the written brief and supplier understanding are aligned.
SAMPLE DECISION GUIDE
A sample is useful when it becomes a recorded production decision.
A sample can show a product, but it can also expose unanswered questions about materials, dimensions, function, color, packaging, and communication. The value comes from turning the review into a clear next instruction.
01 / WHEN IT HELPS
When this guide is useful
You are changing a product or package
A revised material, finish, label, insert, artwork, or carton can create a new version that must be reviewed separately.
You are close to production approval
Before production starts, the buyer needs to distinguish what is approved, what remains open, and what should be checked later.
02 / EVIDENCE PATH
Use the sample as a controlled review point
The sample review should connect the physical item with the written brief, the supplier quotation, and the production handover. A short, specific record is more useful than a general message saying it looks good.
Name the version
Record the date, supplier, product name, material, color, dimensions, packaging version, and any revision number so everyone discusses the same item.
Check the requirements that matter
Review function, appearance, measurements, materials, finish, labels, packaging, and any product-specific requirement that affects the buyer or end user.
Separate defects from choices
A defect, an unfinished decision, and a preference are different. Mark which points must change, which are accepted, and which need a written decision.
Create a revision record
Use photos, annotations, measurements, or a numbered list so requested changes do not become an ambiguous chat message.
Define the production reference
If you approve a version, state what the approval covers and which elements—such as packaging, components, labels, or quality checkpoints—still require separate confirmation.
03 / BOUNDARIES
What sample approval does not prove
One sample may not represent mass production
A handmade, engineering, or pre-production sample can differ from later production. Ask which version you are reviewing and how the factory will control consistency.
Approval does not replace compliance work
Destination-market testing, labels, importer obligations, legal review, and specialist technical assessment remain separate responsibilities.
A photo is not a full specification
A sample photo can support a decision, but dimensions, material details, tolerances, labels, packaging, and other requirements should still be recorded clearly.
04 / PREPARE
Prepare this before a sample review
- The supplier quote and the exact product version being reviewed
- Reference images, drawings, measurements, colors, and material notes
- The destination market and any known label or testing questions
- A review sheet for must-change points, accepted points, and open questions
- The production decision you want the sample to support
05 / CONTINUE
Move to the next useful page
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Sample sourcing support
Understand how samples can be connected to supplier questions and a clearer approval record.
Explore samples↗Project Brief Builder
Turn an idea, quantity, and unknowns into a structured starting brief before requesting samples.
Build your brief↗Quality-control planning
Connect an approved product version with the checks that should matter during production and before shipment.
Plan quality controlSOURCING ALLY
Make the next sample review easier to act on.
Share the product version, the supplier’s sample, and the decision you need to make. The next step can then be defined more clearly.