Which sample details need to stay fixed before a production order?
Keep a dated sample reference and the specification version it represents. Record which properties were measured, which were accepted and which still need evidence. Ask the supplier to identify any production change before comparing or approving it. A satisfactory sample does not establish an entire batch result, current stock or universal conformity. This worksheet organizes acceptance questions; it does not provide an inspection or production guarantee.
Materially updated . Editorial checklist; no live supplier offer is asserted.
Read or save the Markdown worksheetWhen this route fits
Use this before treating an accepted sample as approval for a production order. Record the approved reference, acceptance measurements and any later changes to material, tooling, process or packaging.
Use this to prepare requirements and evidence questions. It does not contact suppliers, obtain a formal quotation, certify a factory or approve a substitute.
Minimum buyer brief
Approved reference; revision log; required measurement; evidence owner; acceptance decision still pending.
| Field | Buyer input | Evidence check | Reject or unknown |
|---|---|---|---|
| sample reference/date | Identify the approved sample or report reference and date. | Preserve what was actually inspected or measured. | A different photographed sample is not the approved reference. |
| approved specification revision | Keep one buyer-approved drawing/artwork/spec version. | Ask which version the production reply names. | Unapproved changes require review before acceptance. |
| measured acceptance criteria | Buyer specifies the property, unit and acceptable condition. | Record actual evidence or leave the result unmeasured. | A visual pass cannot prove an unmeasured property. |
| permitted differences | Write a change log with source and requested decision. | Separate proposed differences from accepted ones. | Silence is not approval of a substituted material. |
| responsible acceptance owner | Name the buyer role responsible for deciding each unresolved item. | Retain decision date and supporting document. | A supplier assertion cannot replace required buyer approval. |
Exclude or resolve
Reject an unapproved revision treated as the approved sample; missing test evidence remains unknown; no batch acceptance inferred from one sample.
Questions to copy into a supplier enquiry
Is production using the approved revision? Which material, dimensions, artwork or process changed? Who accepts the documented difference?
Keep quantity and price on the same basis
Keep currency, original unit, requested quantity, SKU, quantity tier and observation date together. A listing is dated commercial evidence; a supplier-confirmed quotation is a separate response for your order. Unknown pack conversion, MOQ waiver, inventory, freight or tax stays unknown.
Read evidence without upgrading it
BUYER_STATED is explicit buyer input. SOURCE_OBSERVED records a dated source; DERIVED labels an interpretation. OBSERVED does not mean SUPPLIER_CONFIRMED. Missing facts stay UNKNOWN; TO_CONFIRM names the next question.
References and their limits
The table is an editorial decision aid. These references support only their stated scope; they do not verify a supplier or a current offer.
- UN procurement reference handbook overview: General sourcing through contract execution stages only; proposed inspection/revision templates are editorial decision aids, not a quoted universal UN contract.
- Current free discovery and v4 public resource: Runtime mode admission and same public sample only; no new purchase or supplier facts.
Review a brief before any purchase
Free preparation does not purchase a check or contact suppliers. Image Stripe USD 2.99 and text/model x402 2.99 USDC are separate paid routes. Image x402 and text/model Stripe are OFF in the dated observation; live admission is authoritative. The proposed $19.90 RFQ service is not open for purchase.