A sample only helps when everyone knows what it represents. Before approving anything, record the version, open changes and the decision that approval unlocks.
Set the purpose of each sample.
Early samples may be fragrance references. Later samples may be intended to show the chosen bottle, cap, spray performance, carton or decoration route. Ask the supplier to identify what each sample represents. A fragrance reference should not be mistaken for a final finished-goods approval.
When more than one stakeholder is involved, choose one person or one document to consolidate feedback. Conflicting comments from different people create unnecessary rework.
Send one written sample brief.
- Product format, bottle size and intended market.
- Fragrance direction and references, where available.
- Components and packaging elements being reviewed.
- Points that must be checked, such as spray, label placement or carton fit.
- Decision deadline and the person responsible for approval.
Attach the same brief to the feedback document. It gives both buyer and supplier a clear record of what the sample is meant to answer.
Review the product, packaging and information together.
Record what approval allows the supplier to do next.
Ask whether approval authorises only another sample stage, component ordering, artwork preparation or production planning. Make sure the answer matches the project. Sample approval is a decision point, so it should state what is fixed and what can still change.
For the full project sequence, return to the sampling step in the central sourcing guide.