CHINA SOURCING · September 14, 2026
How to Approve Product Samples From a Chinese Supplier
A sample is useful only when both parties can identify what was approved and connect it to mass-production requirements. The process below turns a physical sample into a controlled purchasing reference.
1. Define the sample purpose
Clarify whether it is an appearance sample, functional prototype, material sample, packaging mock-up, pre-production sample or final approval sample. Different stages support different decisions. A prototype may prove a concept while saying little about production tooling or repeatability.
Write the decision the sample is meant to support: approve colour and finish, test function, confirm packaging, or authorise a production run. This prevents a supplier from treating an early development sample as approval for every later detail.
2. Issue a written specification
Record materials, dimensions, colours, components, performance, artwork, packaging and tolerances. “Same as sample” is weak when the sample itself is not clearly identified. Use a revision number and state which requirements are critical.
For measurable features, include the method and units. For appearance, identify acceptable variation with photographs or marked examples. If a requirement is still open, label it as open instead of implying that the sample settled it.
3. Label and preserve the reference
Assign a sample reference, supplier, date and version. Photograph important details and retain measurements or test results. If two physical reference samples are signed, buyer and supplier can each keep one. Record who approved the sample and when.
Keep courier records and the condition of the sample on arrival. A damaged or incomplete sample should not silently become the production reference.
4. Record deviations and corrections
If the sample is accepted with changes, list every required correction and the responsible party. Separate approved deviations from defects that must be corrected. Do not approve a sample verbally while expecting unrecorded improvements in production.
Ask for a revised sample or clear evidence when the change affects fit, safety, function, material or packaging. Preserve both the earlier version and the replacement so the supplier cannot reasonably confuse them.
5. Link approval to the order
Reference the approved sample and specification in the purchase order or contract. State which document controls if the sample and written specification conflict. Identify the seller, factory and exporter where they are different entities.
Include the approved revision in artwork files, packing instructions and inspection instructions. A payment approval should identify the same reference; otherwise finance may release an order whose commercial terms no longer match the product decision.
6. Verify mass-production consistency
Materials or components may change after sample approval. Use production updates and inspection to compare sampled goods with the controlled reference before releasing the balance. Confirm who may approve substitutions and what evidence is required.
A production sample is evidence about the checked sample, not a guarantee for every unit. If the product is regulated or safety-critical, determine whether laboratory testing or destination certification is also required.
7. Keep the evidence file usable
Retain the sample, photographs, specification, test results, supplier messages, version history, approval decision and final reference in one order file. Record unresolved questions and the person responsible for answering them.
The purpose is to prevent two parties from remembering different products. When a shipment is delayed or a defect appears, a dated approval trail lets the buyer decide whether to correct, rework, inspect again or hold release. MORENICE can coordinate China-side supplier and order evidence within an agreed scope; approval reduces ambiguity but cannot guarantee supplier performance.
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