Sample approval is a release decision, not a general statement that a prototype looks acceptable. The Custom Product Sample Approval Checklist creates a traceable record of what was inspected, what evidence was used and which conditions must be closed before production.
Identify the exact sample under review
Begin with the project, model, sample date, revision and file set. Photograph the unit label and retain the approved artwork proof or drawing beside the review. If two samples contain different corrections, give them separate identities. Without this control, comments can be applied to the wrong unit and an obsolete prototype can become the production reference.
Review against evidence, not memory
| Control point | Reference | Evidence to retain |
|---|---|---|
| Appearance | Approved artwork, color reference and finish instruction | Lit and unlit photos under the agreed viewing condition |
| Dimensions and assembly | Drawing, fit requirement or approved mating part | Measurement record and assembly observations |
| Lighting and controls | Operating sequence, brightness or effect requirement | Functional check, control steps and observed exceptions |
| Power and accessories | Destination configuration and included-item list | Input label, cable, adapter, battery or accessory confirmation |
| Packaging | Pack drawing, insert list and label proof | Packed sample photos, count reconciliation and handling result |
Choose one decision state
- Approved for production: all release-critical checks pass and the approved reference is identified.
- Conditional approval: a limited correction is documented with an owner, due date and verification method; the condition does not conceal a new design decision.
- New sample required: the change affects function, construction, visible quality, fit, market configuration or another area that cannot be closed from documents alone.
- Rejected: the proposed route does not meet the agreed requirement and should not proceed without a revised plan.
Write deviations so another person can verify them
Replace comments such as “logo too small” with the observed condition, approved requirement, responsible party and recheck evidence. For example: “Front engraving measured 38 mm wide; approved proof is 42 mm; supplier to return revised production proof R04 for design-owner sign-off.” A measurable exception removes interpretation from the next review.
Accepted deviations also belong in the record. If a color, tolerance or packaging detail is intentionally accepted, mark it as an exception for this revision rather than allowing it to become an undocumented precedent for future orders.
Lock the production reference
After approval, retain the signed checklist, identified sample, final artwork, drawings, operating instructions, component or accessory record and pack specification. Require written notice before a supplier substitutes a material, electrical part, finish process or pack component. The notice should state the reason, affected versions and proposed verification.
What the worksheet produces
The browser tool organizes status by review area and records overall disposition plus open actions. It does not test the product or infer acceptance criteria. Those criteria must come from the agreed project documents and any market-specific review required by the buyer.