An approved sample becomes valuable only when everyone can identify what it controls. The “golden sample” should be linked to a frozen specification, measured, photographed, labeled and stored so bulk production and inspection use the same reference.
1. Name each sample stage
Separate concept sample, fit or construction sample, sales sample, pre-production sample and shipment sample. Do not call an early appearance sample “approved for production” if materials or packaging are still provisional.
2. Review against a written record
Measure every listed point, verify materials and fill, inspect seams and appearance, confirm color under agreed conditions, and review labels and packaging. Record comments against the relevant tech-pack revision rather than in an unstructured message.
3. Use clear approval status
| Status | Meaning | Next action |
|---|---|---|
| Rejected | Not acceptable as submitted | Correct and resubmit |
| Approved with comments | Specific changes required | Document how changes will be verified |
| Approved | Controls agreed bulk production | Freeze sample and specification |
4. Identify, seal and store the reference
Attach product code, revision, date and approval owner. Keep buyer and factory references where practical. Photograph construction details and packed presentation. Protect the sample from use, washing or uncontrolled exposure.
5. Connect the sample to bulk inspection
The approved sample supports appearance and workmanship checks, but numeric tolerances and test methods should remain in the written specification. Use it with the final inspection checklist, the product testing plan and the factory quality-control route.
The golden sample is not a substitute for the specification. It is the physical reference attached to the same approved revision.
