1. Identify the sample
- Project and sample reference
- Supplier and manufacturing route within the agreed disclosure scope
- Product description, dimensions, material and revision
- Packaging or label version when included in the approval
- Date received and condition on arrival
2. Record how it was evaluated
- Application, equipment and workpiece
- Test quantity and operating conditions
- Acceptance criteria and comparison reference
- Who performed the test and who reviewed the result
- Photographs, measurements or observations connected to the sample code
3. Separate findings from the decision
- Accepted findings
- Supplier-stated information that was not independently tested
- Open deviations and required corrective action
- Revised sample requirement
- Approved, conditionally approved or rejected decision
4. Transfer approval into the order record
Production should refer to the approved sample and its written specification. If the supplier proposes a change, the buyer can then compare it against a known baseline instead of relying on memory.
- Approved sample reference on the purchase and production record
- Final specification and packaging revision
- Inspection points derived from the acceptance criteria
- Change-control owner and reapproval trigger
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