Identify the item you actually reviewed
Record the supplier, model, sample reference, receipt date, reviewer and quotation or specification revision. Photograph the sample label, product appearance and included accessories. Where relevant, record firmware and the software used to configure the product.
Use a separate record for each materially different configuration. If a second sample changes a switch, receiver, connector or packaging, give it a new reference and link it to the earlier issue list.
Agree the checks and record the conditions
| Product | Practical review points | Conditions to record |
|---|---|---|
| Keyboard | Layout, legends, keys, agreed modes and required settings | Host device, system, connection and firmware |
| Mouse | Fit, buttons, wheel, modes, receiver and charging | Users, surfaces, settings and supplied accessories |
| Headset | Fit, playback, microphone, mute and adapters | Devices, applications, connection and listening setup |
| Combo | Each item plus the assembled retail package | Component versions, contents and packing revision |
Define expected results before checking. For a claimed performance figure, record the measurement method you agreed to use. A casual use check and a controlled measurement answer different questions.
Turn findings into actionable differences
For each check, record the requirement, observed result, status and evidence reference. Use “pass,” “change required” or “not evaluated” rather than a general “looks good.” Describe the effect of an issue and ask who will supply the correction or explanation.
A useful issue line might read: “Requested legend artwork revision B; sample uses revision A; change required; see photo K03; supplier to confirm revised artwork before another sample.” This is a sample record example, not a report of a defect on a FUNESTY product.
Close changes before broad approval
Review the supplier’s response for each open issue. Record whether a written clarification, artwork revision or replacement sample is needed. Identify the person authorizing the decision and date it. Keep any accepted exceptions visible alongside the approved specification.
Retain an identified reference sample and the agreed accessories and packaging. Sample approval documents the reviewed item; production inspection, acceptance criteria and the handling of proposed substitutions should be agreed separately.
Carry the record into the order
Reference the approved sample and specification revision in the order details. Identify the components, finish, firmware where applicable, accessories and artwork that must match. Ask how a proposed change will be reported and approved before it is used.
Use our sample-to-bulk checklist for the next stage. If the brief was incomplete, return to the RFQ template rather than leave the expected result undefined. For supplier review, request current readable documents applicable to your model from the factory and production team.
Practical questions
Does one approved sample approve every production unit?
No. Agree production checks, acceptance criteria, inspection arrangements and change control separately.
Can I approve a sample with an unresolved difference?
Record the difference and any expressly accepted exception. Do not leave it hidden behind a general approval statement.