From Approved Sample to Bulk Order: A Buyer’s Checklist

Identify the sample you are approving

A sample approval is useful only when everyone can identify the same configuration. Record the model, sample reference, specification revision and review date. Photograph the product, accessories and packaging that form part of the approval.

If the sample is for function review only, say so. A working sample with temporary colour or packaging should not silently become approval of the final appearance. List the parts that are accepted and the parts still awaiting confirmation.

Record the product and packaging requirements

Convert sample comments into a written specification. Include materials, dimensions, colour references, controls, attachments and the power or charging arrangement where relevant. Check that the quotation describes the same configuration.

Approve the contents of each retail pack separately from the outer shipping carton. Review artwork, barcode placement, instructions and any destination-market information required for your project before print approval.

• Keep a list of included accessories and spare parts.
• Approve logo position, colour reference and packaging artwork.
• Record the version of the instructions supplied.
• Identify any changes agreed after the sample review.

Agree how the order will be checked

Define inspection requirements and acceptance criteria before production. Identify the functions, appearance points and packaging checks that matter to your order. Ask how the agreed checks will be recorded and which results or photographs you expect to review.

HOLYTACHI describes incoming-material checks, in-process inspection, burn-in testing and pre-shipment verification in its public quality workflow. Confirm the specific checks and documentation for your selected model; a general process description does not replace the project’s inspection agreement.

Confirm the commercial handover

Put the agreed quantity, final configuration, unit price, sample or development charges, payment terms and trade terms into the order record. Confirm the production schedule and what approvals or materials must be received before that schedule starts.

Do not assume a general lead-time or minimum-order figure is a fixed commitment for a modified product. Obtain written confirmation for the actual order. Keep the approved sample record, specification, artwork and any later changes together so purchasing, engineering and production work from the same information.