# 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: 2026-10-16

## When to use this checklist

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.

Editorial decision aid: this does not obtain quotations, contact suppliers or approve product conformity.

## 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?

## Evidence and price basis

BUYER_STATED is explicit buyer input; SOURCE_OBSERVED is a dated source; DERIVED is labeled interpretation. OBSERVED does not mean SUPPLIER_CONFIRMED. Missing facts remain UNKNOWN; TO_CONFIRM describes the next question. Preserve currency, unit, quantity tier, SKU and date; a listing is not a supplier-confirmed quote. Never infer stock, MOQ waivers or certification.

## References and limits

- [UN procurement reference handbook overview](https://www.ungm.org/Shared/KnowledgeCenter/Pages/PPH2): 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](https://api.seekapi.ai/mcp): Runtime mode admission and same public sample only; no new purchase or supplier facts.

## Continue

[Parent sourcing library](/sourcing) · [Related category](/china-supply-check/packaging) · [Human: review a free image brief](/china-supply-check#image-supply-check) · [Agent: free discovery and preparation](/for-agents#china-supply-check-mcp) · [Runnable free SDK examples](/for-agents#free-quickstart) · [Public sample](/china-supply-check/sample)

Preparation does not purchase 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. Check live admission. The proposed $19.90 RFQ service is not open for purchase.