Buyer worksheets
Sample Approval for China Sourcing: Keep a Clear Version Record
Use a sample approval record to track specifications, observations, requested changes and approval scope before discussing bulk production.
By China Unboxed ·
An approved sample should be identifiable: which item was checked, against which requirements, by whom and with which exceptions. Keep that record with the sample and the current specification so that later discussions refer to the same product. A sample decision does not establish the quality of every future unit.
Download the free worksheet (CSV)
No account or email required. Fill in a separate copy for each supplier or visit and retain the original supporting documents.
Identify the sample before reviewing it
Give each received sample an ID and record the supplier, receipt date and specification version. Photograph its identifying labels and packaging where relevant. If several samples look similar, identify them individually before they are passed between colleagues.
Ask whether the sample uses the proposed production materials and process. Record any hand finishing, temporary parts or substitutions the supplier discloses. Treat unresolved differences as open points rather than assuming the bulk product will automatically match your expectations.
Check against written requirements
Create a row for each requirement that matters to the product: dimensions, material information, fit, finish, labelling, packaging or a specified function. Record the method, result and the evidence reference. A comment such as 'looks fine' is difficult for another reviewer to reproduce.
Some characteristics need specialist equipment or a qualified testing provider. Mark those as not tested if they have not been checked. Do not convert a visual inspection or an informal demonstration into a claim about regulatory compliance, safety or long-term performance.
Make the decision and its limits explicit
Use a clear status for each issue: accepted, change requested, not checked or awaiting clarification. Assign an owner to every requested change. Decide whether another sample is needed and which details it must demonstrate.
For example, an illustrative garment sample might have acceptable stitching but an incorrect sleeve measurement. Recording those separately is more useful than calling the entire item 'approved with comments'. Specify what must be corrected and how the revised item will be reviewed.
Preserve the approved reference
Once the relevant people agree a sample version, retain its ID, photographs and associated brief. Ask the supplier to confirm the matching reference on its side. Keep changes in a dated log rather than overwriting the record that supported an earlier decision.
When the order changes, revisit the affected requirements and decide whether the approval still applies. Link the sample record to the order handover so the production discussion includes open issues. Later production and shipment checks remain separate steps.
Use the worksheet
The CSV contains the following prompts, with columns for your notes, the responsible person and the status. Replace the prompts that do not apply to your product; leave unknown information visibly unresolved.
- Sample ID
- Supplier
- Receipt date
- Product reference
- Specification version
- Requirement being checked
- Review method
- Observed result
- Evidence reference
- Not tested
- Requested correction
- Decision status
- Reviewer
- Replacement sample required
- Approval scope
- Retained reference location
Suggested statuses are open, waiting for evidence and confirmed for the stated scope. Keep the evidence reference in your notes so that a later reviewer can check the basis for a decision.
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Initial discussion is free. These worksheets do not certify suppliers or replace specialist inspections.