Sample-order discipline: a checklist before signing off
The single highest-leverage moment in a sourcing project is sample sign-off. Once you approve the sample in writing, you’ve set the standard for the whole production run. Sixteen things to check before you sign.
Physical
Dimensions match the spec drawing (measure, don’t eyeball).
Weight matches the spec (low weight → thinner walls, cheaper material).
Color is within Pantone tolerance under daylight AND store-lighting conditions.
Surface finish matches the reference — gloss level, texture grain.
Material
Material grade declared on a paper certificate (MTC for metals, MSDS for chemicals).
Plastic resin type — ABS, PC, PP — confirmed in writing and ideally lab-tested.
Coating or plating thickness measured (especially for anything chrome- or zinc-plated).
Recycled-content percentage if you market on this claim.
Function
Every functional element tested end-to-end — hinges open and close, lights illuminate, buttons click, seals seal.
Cycle test for moving parts (open/close at least 100 times).
Drop test from your expected handling height (corner, edge, face).
Battery life or runtime if applicable — measured, not claimed.
Packaging
Inner box material, structure and printing match the spec.
Master carton dimensions and weight match — critical for sea-freight planning.
Barcode scans correctly with a real scanner (not a factory phone app).
Labels are in the destination language with all required regulatory info.
"‘We’ll fix it in production’ is the most expensive sentence in sourcing. Whatever you don’t fix in the sample, you ship by the thousand."
Make the sign-off binding
- Sign off in writing, with photos of the approved sample.
- Send the approved sample back to the factory sealed and labeled "GOLDEN SAMPLE."
- In the contract: bulk shall match the golden sample. Deviation = rework at supplier cost.
- Inspector compares production output to the golden sample at every QC checkpoint.
Questions or want help applying this to your own program? Send us a brief.