OEM sample approval should translate “this looks right” into a clear description of what the production order must deliver. A prototype can have the right shape and feel while still using temporary materials, substitute components or unfinished packaging. Those open details belong in the approval record.
When sourcing an OEM product from China, separate the review of a sample from permission to begin production. The following sequence helps buyers and suppliers understand what has been accepted and what still needs a decision.
1. Establish what the sample represents
Ask the supplier which stage the sample represents: a shape study, a functional prototype or a sample intended to demonstrate the production finish. Identify which decisions you expect to make from that particular version.
Request a list of differences between the sample and the proposed production product. Record temporary materials, substitute parts, hand finishing and unfinished decoration alongside photographs. Then decide which features the sample is suitable for reviewing.
If the sample establishes the shape only, leave the material and surface finish open for a later review. Recording that boundary makes it less likely that approval of one feature will be treated as approval of the entire product.
2. Consolidate revisions into one change list
Organize feedback before sending it. Requests such as “slightly smaller” or “improve the color” leave the result open to interpretation. Give each change a specific location and an observable outcome.
| Field | What to record |
|---|---|
| Location | The affected part and an annotated photograph number |
| Current condition | The dimension, position or behavior observed |
| Requested result | A measurement, physical reference or defined action |
| Review method | A new sample, measurement or approval file |
| Outcome | Accepted, needs another review or on hold |
Record the features that must remain unchanged as well. When the next sample arrives, check both the requested revisions and the details approved previously. Update the shared list whenever a requirement changes, and identify the version everyone should use.
3. Link the approved sample to a specification
Label the final reference sample with the product identifier, specification revision and approval date. Agree which physical item represents the production target, who retains it and where it can be accessed for comparison.
A sample helps communicate texture and appearance. The written specification should capture details that cannot reliably be read from the object: material requirements, measurement locations, acceptable variation and included accessories. Resolve any disagreement between the sample and the written requirements before production begins.
Photographs are useful for identifying a feature, but lighting and displays can change perceived color. Agree the basis for final color decisions. Where additional testing is needed, record the method and acceptance conditions separately from visual approval.
4. Review the product in its complete packaging
After reviewing individual components, assemble the product in the condition intended for sale. Adding the instruction sheet may affect how a lid closes; protective material may contact an operating part. These questions become easier to assess with the complete set in hand.
Check fit, removal direction, accessory positions, label visibility and assembly steps. Keep a packing list or annotated photograph that can also guide the later packing operation.
If transport-related checks are required, discuss a suitable approach for the product and its packaging. Assign responsibility for carrying out the agreed checks and specify when the results are needed. This helps prevent unresolved packaging questions from reaching the shipment stage.
5. Define the conditions for starting production
Bring the final specification, quantities, costs, payment terms, schedule and inspection scope into the order record. Identify who approves the order and who communicates the instruction to start.
If materials or printed components will be purchased early, confirm the authorized specification and quantity, together with the treatment of any later changes. Keeping sample approval separate from authorization for chargeable work makes the scope easier to follow.
Decide whether early production needs a review and what will be inspected before shipment. These decisions depend on the product and the agreed order conditions. A subsequent material or component change should trigger a review of the affected requirements before work continues.
Prepare a brief with clear open decisions
Send product images, expected quantities, intended use, target timing and the current sample status. If drawings are unavailable, distinguish essential requirements from details you would like to develop through discussion.
GAMU can organize the proposed sourcing, sampling, packaging and production support around those inputs. For products expected to be reordered, also review the specification records to retain for repeat orders.