An approved sample gives a supplier a reference for the order. Before authorising the first production batch, record exactly what you approved and which decisions remain open. A sample may demonstrate the appearance you want while leaving packaging, production checks or a revised component to be confirmed.
Record the approved version
Give the sample a reference and connect it to the drawing, materials, artwork and other agreed requirements. If the supplier changes any of these after approval, ask for a description of the change and decide whether a revised sample or another check is needed.
Photographs can help explain a finish or assembly detail. State which requirements they demonstrate. For dimensions or performance, agree how the result will be checked and what evidence will be available.
QIMA's inspection terms use reference samples as comparison benchmarks and make the client responsible for clear instructions and specifications. When arranging any inspection, confirm the actual provider's scope and terms.
Decide what needs proving before the batch
The amount of preparation should reflect the product. A familiar item made with an established process presents different questions from a newly designed product with custom components. QualityInspection's discussion of production readiness explains why new or highly customised products may need engineering and process checks before scaling.
Ask the supplier what will change between the sample and the production batch. Will it use the same material, tooling and assembly method? Who will confirm the change if a component becomes unavailable? For a customised product, ask whether a trial batch would resolve any remaining production questions.
Choose the next step around the unresolved issue. An artwork correction may need a revised printed pack. A part that must fit another component may need an agreed fit check. Record who can approve the result before the supplier proceeds.
Compare a sample budget with the intended production scope
Before using a sample price to plan the first batch, list the functions, materials and quantity behind it. A simplified sample may use different components or avoid a tooling step. Record those changes alongside the price.
Compare quotations for the same proposed production quantity and approved specification. Identify which amounts cover development, samples, tooling, goods, checks, packing and transport, and which remain open. A sample that demonstrates the idea still leaves production cost and delivery decisions to confirm. Keep any claimed saving tied to a comparable baseline and describe the stage actually completed.
Set the checks and the decision owner
Write a short checking brief with the characteristics that affect your use of the product. Include the approved references, the inspection stage, the requested evidence and the person who will decide what happens if a discrepancy is found.
QIMA's pre-shipment inspection overview lists checks including quantities, construction, artwork and labels. Discuss which checks suit your goods and who is qualified to carry them out.
For each requested check, ask whether it is visual, dimensional or functional. Confirm whether the person doing it has the necessary information and equipment. If a check covers selected units, ask the provider to explain the selection method and the limits of the result.
Use a batch approval record
This fictional example concerns a branded storage box. The references illustrate a working record and are not evidence of a Jeton shipment.
| Checkpoint | Reference to record | Decision needed |
|---|---|---|
| Sample approval | Sample S-02; drawing D-04 | Confirm what the sample approval covers |
| Packaging | Artwork PKG-03; printed-pack photo | Approve the final packaging version |
| Material change | Supplier's proposed replacement | Accept, request evidence or decline |
| Batch check | Agreed brief and resulting report | Resolve any recorded discrepancies |
| Dispatch | Batch reference and final packing details | Authorise the agreed shipment stage |
Leave open decisions marked as pending. Link each sample, packaging or material approval to its reference and retain the supplier's written acknowledgement.
Connect the batch to the shipment
Before dispatch, compare the batch reference with the packing information and any unresolved decisions. Ask the supplier or appointed checker to identify the units covered by the records. If goods from several suppliers will travel together, preserve those references during China consolidation.
For buying assistance, start with the product, quantity, approved sample status and South African destination. Prepare a buying enquiry with those details and any checks still to be agreed. Identify whether the next instruction concerns another sample or the first production batch.