Direct answer: approve the sample against a written specification covering identity, dimensions, weight, material direction, surface, edges, function, decoration and packaging. Keep one signed sample and one dated approval record before bulk production.
1. Confirm that the sample is the correct item
Start with identity before judging appearance. Record the product code, piece name, revision, date and the range it belongs to. A dinner fork and dessert fork can look similar in a photograph but require different dimensions and packing counts.
| Checkpoint | What to record | Why it matters |
|---|---|---|
| Identity | Code, piece name, revision and sample date | Prevents an obsolete sample becoming the reference |
| Dimensions | Overall length, functional width and thickness points | Turns visual approval into measurable criteria |
| Weight | Target and agreed tolerance where applicable | Supports consistent hand feel and set balance |
| Material direction | Agreed steel grade or project specification | Keeps commercial and technical documents aligned |
2. Review finish under consistent light
Compare mirror, satin, matte or color finishes under the same neutral lighting. Check the front, back, edges, neck and recessed details. Record an accepted appearance range because highly reflective steel can look different under warm showroom light and cool inspection light.
- Confirm whether polishing lines are intentional and in the approved direction.
- Check color consistency across spoon, fork, knife and serving pieces.
- Inspect transitions around embossing, relief texture and logo areas.
- Document any acceptable variation that cannot be represented by a single photograph.
3. Check edges, balance and function
A usable sample review includes touch and function. Run a protected finger along non-cutting edges, check fork tine alignment, spoon bowl symmetry and knife function against the intended foodservice use. Place the piece on a flat surface and compare balance across the coordinated range.
4. Approve logo and decoration as production data
Specify artwork version, placement, orientation, size, color direction and process. Mark the measurement reference point on the drawing. “Same as the picture” is not a production specification, especially when several pieces have different handle proportions.
5. Approve packaging before packing starts
| Layer | Approval points |
|---|---|
| Unit protection | Sleeve, bag, tissue or divider; scratch prevention; piece count |
| Retail or gift pack | Artwork, logo, barcode, labels, inserts and set arrangement |
| Inner carton | Quantity, orientation and protection between packs |
| Export carton | Carton marks, quantity, gross/net weight and destination requirements |
Sign-off record to send the supplier
- List every sample code and revision approved.
- Attach the signed specification and dated photographs.
- Write unresolved points as open actions—never hide them inside chat history.
- State whether approval releases tooling, production, decoration or packing.
- Name the buyer and supplier contacts responsible for change control.
Frequently asked questions
Should buyers approve one sample or a full set?
Approve every distinct geometry and every process that could change the result. A coordinated range may share a handle concept, but bowl, tine, blade, weight and balance still differ by piece.
Can a photo replace a retained sample?
Photos are useful for appearance and annotations. A retained physical sample is stronger for weight, balance, edge feel, surface texture and direct production comparison.
What happens after a sample change?
Update the revision number, specification, photographs and approval date. The latest approved record should clearly supersede earlier versions.
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