1. Identify the sample before evaluating it
Record the project, sample receipt date, sender, product family, model identifier, visible configuration, accessories and any packaging or label references. Photograph or describe the item under review according to your own recordkeeping policy. If an identity is unknown, record it as unknown. A sample resembling a catalogue image is not enough to establish that it matches a future order.
2. Agree the approval boundary
State whether the sample is being reviewed for appearance, mounting, fit, controls, documentation, packaging, measurement, construction detail or another defined purpose. List exclusions as clearly as checks. A favourable observation on one feature should not be treated as approval of every feature, performance outcome, document or destination requirement.
Specify the reviewers, the date of their review and the evidence available to them. If the review is conditional on an installation visit, an authority decision or another supplier’s item, say so in the record. A decision made without the relevant context should be recorded as provisional rather than presented as final approval.
3. Use the project conditions, not a generic test list
Link each check to the site and tender context: proposed mounting, energy interface, control expectation, environmental exposure, installation access and destination requirements. Use the project checklist to keep upstream assumptions visible. When a specialist review or measurement is required, name the responsible party and the method rather than inferring a result.
4. Match the evidence to the exact item
For each supporting drawing, report, declaration, file or label, record the source, date, named sample or configuration and scope. A document relating to a submitted sample or selected component must remain described with that limitation. The quality and documents page explains why evidence must not be silently extended beyond its stated scope.
5. Record exceptions and disposition
Capture each mismatch, damage, unclear label, unanswered question or requested change. Assign an owner and a required next record, such as revised drawing, written clarification, replacement sample or updated quote. “Approved with conditions” should name those conditions. Do not use an empty approval signature as a substitute for a list of what was checked.
6. Lock the production reference carefully
When a sample is approved, identify the written product/configuration description that the approval refers to, plus relevant accessories, label and packaging instructions. Re-open the record if the model, configuration, destination, supporting document or agreed check changes. This is a traceability step, not a claim that all future units will be identical without an agreed inspection process.
Use the editable requirements review to carry each original requirement and unresolved question into this sample record. Its labels record the worksheet user's notes; they do not approve the sample.
After installation, continue the same identity and exception trail in the solar street-light commissioning and handover record.
Reusable sample-record starter
Copy this record into the buyer’s approval workflow. It records a review request and does not confirm that any capability, specification, document, timeline or commercial term has been accepted.
Limits and next step
Agree sample availability, acceptance procedures, inspection responsibilities and production controls in writing. This guide helps you prepare the record; it does not establish a test result or replace the acceptance process agreed for your order.
Start with the application and the open questions.
Share the project context and describe the sample or approval record you need to discuss. Keep supporting material tied to the exact item under review.