A sample is useful only when its purpose and acceptance criteria are clear. Record which characteristics are approved, which remain open and whether later goods must match this exact reference.
01 · RFQ PREPARATION
Name the sample purpose
State whether the review concerns fit, construction, artwork, color, packaging or another buyer-defined decision. Do not assume one sample approves every characteristic.
02 · RFQ PREPARATION
Check identity and measurements
Confirm the product code, sample size, color reference and specification version. Record actual measurements beside the buyer's method and tolerance.
03 · RFQ PREPARATION
Review appearance and function
Check construction, trims, closures, pockets, artwork, labels and packing against the controlling files. Photograph specific issues with a scale or location reference where useful.
04 · RFQ PREPARATION
Separate defects from requested changes
A mismatch against the agreed specification is different from a new buyer preference. Label comments clearly so the next revision can be quoted and evaluated correctly.
05 · RFQ PREPARATION
Issue a written decision
Use approved, approved with listed corrections, or revise and resubmit only if those statuses fit the buyer's process. Record the reviewer, date, sample identity and next action.
WORKING CHECKLIST
Fields to keep together
- Sample purpose and stage
- Product, size and specification identity
- Actual measurements
- Material and color references
- Construction and trim checks
- Artwork, label and packaging checks
- Photos and comment locations
- Written decision and next action
PRACTICAL EXAMPLE
Turn an open request into a controlled brief.
| Version | Example |
|---|---|
| Ambiguous | Looks good; please fix the sleeve. |
| Traceable | Fit review sample S-02, size M, checked against spec v1.3. Sleeve length measured at the named point is recorded in the comment table. Revise that point and resubmit; all other characteristics remain unapproved unless listed. |
COPYABLE RFQ RECORD
Fields to send
Product reference code or URL: Specification or tech-pack version: Product type and intended fit: Verified material or requested fabric details: Colors and quantity by size: Artwork and decoration requirements: Sample purpose and approval stage: Labels, packaging and carton requirements: Destination and requested delivery window: Documents or evidence to review: Please confirm availability, exact specification, MOQ, sample terms, currency, quotation basis, included packaging, timing, delivery terms and all exclusions.
RELATED RESOURCES
Continue the buying brief.
FINAL CHECK
Keep assumptions out of the purchase record.
Only use product, performance, authorization and commercial claims that can be supported for the exact reference. Record the approved sample, written specification and quotation before placing an order.
Use the sample request, review the destination preparation guides, or contact OUTERFRAME with a complete RFQ.