01Why bulk goods drift from the sample
- A new fabric batch, with a color difference.
- To control cost, the factory switched to cheaper trims or packaging.
- Bulk goods and samples aren't made by the same workers on the same machines.
- Approval was based on photos only, with no physical sample.
- Requirements changed verbally midway and never written down.
02What to record when approving samples
Write each point below as a specific number or description, with the allowed tolerance.
| Item | What to write | Example |
|---|---|---|
| Size | Each size and its allowed tolerance | Bath towel 70 × 140 cm, tolerance ±2 cm |
| GSM or weight | Weight per square meter or weight per piece; use only one | 600 GSM, tolerance ±5% |
| Composition | Fiber type and ratio | 100% cotton |
| Color | Color code or physical color sample, and the acceptable color difference | White, no visible color difference from the approved sample |
| Logo | Method, position, size, color | Embroidered, lower left corner, 8 cm wide, gold |
| Packaging | Unit packaging, quantity per carton, carton marks | One PE bag per piece, 20 pcs per carton |
03How to keep approved samples
- Make two approved samples, one for each side, signed or sealed with a sample label.
- Label it with product name, style number and approval date.
- Keep photos on file: one each of the front, back, logo, label and packaging.
- Confirm any later change in writing, and update the approved sample or specification.
04What to check during production and before shipment
During production: check the first finished goods against the approved sample once; fixing a deviation early costs far less than changing everything at the end.
Before shipment: spot-check the agreed quantity, comparing each point against the approved sample and specification:
- Size
- GSM or weight
- Color
- Workmanship (stitching, binding)
- Logo
- Packaging & labels
- Quantity per carton
- Carton marks
How many pieces to sample and the pass standard should be agreed before ordering. AQL sampling is commonly used in international trade.
05What to do if something doesn't match
- Photograph it first, and compare against the approved sample and written specification.
- Within the allowed tolerance: accepted as agreed.
- Beyond the allowed tolerance: agree rework, replacement or a discount; ideally the handling is written into the contract in advance.
Writing tolerances in advance gives you a basis for judgment. Without them, each side has its own view and it's hard to resolve.
06Common mistakes
- Approving from photos alone, with no physical sample.
- The approved sample wasn't kept properly, so there was nothing to compare against at inspection.
- Requirements changed verbally midway, with no written record.
- Skipping the pre-shipment check and only finding problems on arrival.
07How to write a sample approval sheet
Sample approval sheet example
Product: bath towel, style no. BT-600
Specifications: 70 × 140 cm (±2 cm), 600 GSM (±5%), 100% cotton, white, jacquard dobby border
Logo: embroidered lower left corner, 8 cm wide, gold
Packaging: one PE bag per piece, 20 pcs per carton
Approval date: October 20, 2026; signed by both sides, each keeping one approved sample