Direct answer
What should be included in an OEM sample approval record?
An OEM sample approval record should identify the exact sample, how it was tested, the accepted result, every open deviation and the version authorized for production.
- Project, supplier, sample code, date and manufacturing route.
- Material, dimensions, tolerances, finish and packaging revision.
- Test conditions, equipment, workpiece and acceptance criteria.
- Measurements, photographs, findings and unresolved deviations.
- Approved, conditionally approved, revised or rejected decision.
- Production reference and changes that require written reapproval.
An email that only says approved is not enough. The approval must remain connected to the specification, purchase order and later inspection points.
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
Practical answers
Frequently asked questions
- Should packaging be included in sample approval?
- Yes when packaging, labels, carton marks or pack count form part of the buyer requirement. Record the approved artwork or packaging version separately from the product sample when the timing differs.
- What happens when the supplier changes a material or process after approval?
- The supplier should identify the proposed change before production continues. The buyer can then decide whether documentary review, a revised sample, testing or written reapproval is required.
Next step