Approve samples before placing a bulk order in China

What questions need to be answered before writing a sample?

List the items that must be verified according to actual use: size and fit, interfaces, accessories, appearance or performance. For electromechanical accessories, design requirements and inspection methods are listed respectively; conclusions on materials or functions require data or tests suitable for the project. First agree on who will test, what conditions will be used, and which items will not be verified this time, to avoid interpreting an appearance confirmation as full compliance.

Give a clear version of the physical object and specifications

Record the sample number, supplier, model, drawing or specification version, date of receipt and supporting accessories. Keep the confirmation samples and original records, and agree whether each party will keep one. The color can be discussed using the agreed color number, physical reference and comparison conditions; the engraving, hole positions and interfaces can be explained with confirmed illustrations. The allowable differences should be determined by the buyer, seller and technical personnel according to the purpose, and cannot be set arbitrarily by the logistics party.

Use the results table to replace the sentence "The sample is fine"

Write down the requirements, actual observations or measurements, executors, dates and conclusions item by item. Separate passed, pending and untested, and attach corresponding evidence.

• Appearance: comparison objects, lighting or viewing conditions, logo location
• Dimensions and fits: drawing versions, measurement records, or actual assembly feedback
• Features: Test conditions, results, and usage scenarios not covered
• Decisions: scope of approval, retention issues, and next confirmation

Reference approved versions in bulk orders

Orders should be directed to the specific sample number and specification version, not just "as per last photo". Ask if batch production changes materials, parts, processes, markings, or packaging; if changes occur, submit differences first and re-confirm affected items. The transportation packaging of samples and the packaging of batch wooden boxes and pallets should also be confirmed separately. The arrival of intact samples does not prove that any batch packaging is suitable.

Confirm batch inspection and residual risk before shipment

Agree on which batch of goods, which items, how many pieces, who will perform the inspection, and how the differences will be handled. Spot inspections can only indicate the scope of the inspection and cannot be written to verify the entire batch one by one. For example, if the fitting inspection of the joint sample has passed, but the material verification has not yet been completed, the latter should be kept in a pending confirmation state, and all requirements cannot be approved based on photos alone. Sample approval, batch release and shipment acceptance are different decisions and can be recorded separately in the supporting list.