Agree the reference
Identify the sample version, supplier, date and product specification. Keep photos and a written record of the approved version.
Check the essentials
Review dimensions, material, weight, colour and finish against the brief. For garments, review fit and construction; for equipment, review the agreed functional checks.
Look at branding and packaging
Check logo placement, artwork, colour, labels, unit packaging and carton information. Confirm that the packaging shown is the version to use for production.
Record each revision
List changes clearly with photos or marked drawings. Ask the supplier to confirm the revised specification and whether another sample is required.
Confirm before the next stage
Approve the final reference in writing and clarify production timing, inspection criteria and the process for changes. Sample approval is a checkpoint, not a substitute for agreed production checks.