A useful sample approval is a decision attached to an identifiable configuration and agreed acceptance conditions. “The sample looks good” does not explain which revision was reviewed, which functions were checked or what the supplier should reproduce.
Before an order proceeds, bring those details into one written record. Keep the buyer's approvals separate from the supplier's technical confirmations and from any sourcing coordinator's observations. This helps the parties identify a change rather than assume that it was already accepted.
Identify the exact sample and revision
Use an agreed reference that links the physical sample to its specification or revision notes. Record which included parts, connections, packaging or labeling were reviewed. If more than one sample or revision exists, state which one the decision concerns.
Photos can help identify appearance and assembly details. They should accompany the written reference, not replace it. A photograph of an earlier version should not become the approval reference for a later configuration.
Write down what was checked
Distinguish appearance, dimensions, connections and functional evaluation. Where a result depends on an operating condition or test method, keep that condition or method with the result.
A visual review does not establish electrical performance, suitability for every application or regulatory compliance. If laboratory testing or document review is needed, define that separate scope and identify who is responsible. The purpose is to record the actual check, not to turn a general approval into an unsupported guarantee.
Keep unresolved requirements visible
An open item should identify the question, the party expected to answer it and whether it prevents the next step. Do not convert a blank field into “approved” or “not required.”
- Approved: the buyer has accepted the stated requirement or result for the identified revision.
- Pending: a decision or confirmation is still needed.
- Deviation: the sample differs from the agreed requirement and needs an explicit response.
- Outside this check: the matter was not evaluated under the recorded scope.
These are suggested record labels, not a claim that a particular order or sample has passed inspection.
Use a concise approval record
Example approval record structure
This is a working template, not a completed customer record.
- Product or project reference and sample identifier.
- Specification or revision being reviewed.
- Included parts and the checks actually performed.
- Operating conditions or methods relevant to those checks.
- Accepted results, deviations and unresolved items.
- Changes required before the next step.
- The party authorized to approve, the date and the specific next step authorized.
Keep the supporting records available to the parties who need them. Confidential drawings and customer records should not become public marketing material.
Agree how production differences will be handled
Confirm the accepted revision, included parts, packaging and any agreed checks for the order. If there is a proposed change in material, component, interface or process that affects the agreed requirements, record it for the authorized party's decision.
Do not assume that approving a sample also approves every later substitution. Identify any cost, schedule or acceptance effect before the change proceeds. Changes to the commercial arrangement should be agreed with the parties responsible for that arrangement.
Separate the responsibilities
The supplier confirms its proposed configuration, manufacturing scope and relevant technical responses. The buyer approves the agreed requirements, sample acceptance and authorized next step. 25TC can discuss coordination of questions, revision notes, sample feedback and approval records within a defined regional sourcing project.
Coordination is not the same as an independent laboratory result or authority to release a payment or shipment. Those responsibilities must be identified in the project agreement. Where associated manufacturing resources are involved, the relationship should be made clear for the project.
Start with the information you have
You do not need a finished specification to ask about sourcing support. Explain the intended use, known constraints, sample stage and decisions still open. We first assess whether the task fits Tianchang and nearby manufacturing areas, then discuss the scope and approval points.
Keep your first message non-confidential. There are no file uploads; email first if documents need discussion. An initial enquiry is not a sample approval, an order or agreement to a service fee.
Use the existing RFQ preparation checklist →