A sample approval record connects what you requested, what you received and what you agreed to order. Record the exact model and sample reference, compare it with the quotation, and separate approved details from unresolved changes. This guide is a buyer's working checklist, not a claim that a particular model has passed a test.
What should a sample record contain?
| Identification | Supplier, model, sample reference, receipt date, reviewer and the quotation or specification version. |
|---|---|
| Configuration | Connection, layout or controls, finish, accessories, packaging and software or firmware version where relevant. |
| Review conditions | Devices, operating systems, connection mode and the procedure used for each check. |
| Findings | Expected result, observed result, photos or video references, and any issue needing clarification. |
| Decision | Approved, changes required or not yet evaluated; include the person responsible and the next review step. |
How should I review different product categories?
- Keyboard: compare the layout and legends with the brief; review key operation, connection, lighting controls and requested software behavior on the intended setup.
- Mouse: review grip and comfort with representative users, button operation, connection and the supplied receiver or cable. Confirm which configuration the quote covers.
- Headset: review fit, microphone and playback on the intended devices, including any supplied adapters and controls.
- Combo: check each component separately, then review the complete package, accessory list and consistency of branding.
What should I do when a sample differs from the brief?
List each difference instead of giving a general approval. Identify whether it concerns a function, appearance, accessory or document. Ask the supplier to confirm the proposed correction and whether a revised sample is needed. Keep the accepted specification and any exceptions in one versioned record.
Does approving a sample approve the whole production batch?
A sample review records the item you examined. Agree separately on production checks, acceptance criteria, inspection arrangements and how proposed substitutions will be handled. Keep an identified reference sample and your written approval for comparison.
How should I review factory and product documents?
Begin with our company-provided factory photos, then request readable supporting documents for your supplier review. Record the document title, company and model references and any details that need clarification. A photograph of a certificate is not a substitute for reviewing the relevant document.
How do I prepare the initial request?
Use the OEM RFQ template to record the configuration before requesting samples. Browse our product range and OEM / ODM information to prepare your shortlist.
Discuss a model and sample requirements ↗Prepared by FUNESTY / Shenzhen BENDA Technology Co., Ltd. Confirm the selected model and project terms before placing an order.