How to approve a production sample from a factory in China
A production sample is the reference your whole order is measured against. Here is how to check it properly, write the approval down and use it to hold quality through production.
By Filippo Rovelli
When a factory sends you a production sample, it is asking a simple question: is this what you want us to make? Whatever you approve becomes the standard for the whole order. Anything you do not check, the factory will decide for you.
That is why sample approval deserves more than a quick look and a thumbs up in a chat. Here is how we approach it.
Know which sample you are looking at
Factories use the word “sample” for quite different things. Before you review one, be clear which stage it belongs to.
- Development sample or prototype. Made to test an idea, a shape or a function. It may use different materials or hand processes.
- Pre-production sample. Made with the intended materials, processes and packaging, as close to mass production as possible. This is usually the one you approve.
- Golden sample. The approved pre-production sample, signed and kept as the reference for the order.
- Production sample. Taken from the actual production line, to confirm that mass production matches what was approved.
Problems start when a development sample is approved as if it were the real thing. If the factory used a different material or a hand finish because tooling was not ready, get that in writing, and ask when you will see a unit made the production way.
Check it against a written specification
You cannot approve a sample against a memory or a mood board. You need a written specification that both sides have agreed. At a minimum, it should cover:
- dimensions and acceptable tolerances
- materials, thickness and weight
- colours, ideally with Pantone references
- finishes, print methods and coatings
- artwork files and their version numbers
- packaging, inserts, labels and carton markings
- anything the product must do in use
If the spec is missing something, the sample review is the moment to find out. Write the gap down, agree the answer with the factory and update the spec. Do not leave it as a verbal agreement.
What to check, point by point
Go through the sample slowly, with the spec next to you. We usually work in this order.
Size and fit. Measure, do not estimate. Check the parts that must fit together, the lids that must close and the inserts that must hold the product in place.
Materials and feel. Compare weight, thickness, stiffness and texture with what was agreed. A cheaper board or a thinner plastic often shows up here first.
Colour. Compare against physical colour references under the same light. Colour looks different on a screen, under office lighting and in daylight, so agree with the factory which light you both use.
Print and artwork. Read every line of text. Scan the barcode. Check that the logo is the right version, and that the warnings, symbols and addresses required for your market are present and readable.
Function and durability. Use the product the way a customer would. Open it, close it, fill it, carry it. Look for sharp edges, loose parts and weak joins.
Packaging. Review the full packaging, not only the product. That includes the retail box, the inserts, the master carton and its markings. Packaging is part of what you approve, and it is often where late changes cause delays.
Testing comes before approval, not after
If your product needs safety or compliance testing, plan it around the sample stage. For example, toys sold in the EU are expected to meet the EN 71 series of standards. Many other product types have their own requirements, depending on the market.
These are not questions to answer by guesswork. Talk to an accredited testing laboratory about which tests apply to your product and market, and how many samples they need. The key point is that testing should be done on samples made the same way as the production goods. A pass on a sample made with different materials does not protect your order.
Write the approval down
A sample approval should leave a clear record. We recommend four steps.
- Approve in writing. List what is approved, what is approved with changes and what is rejected. “Approved with comments” is fine, as long as each comment is specific.
- Photograph everything. Take clear photos of the sample, the packaging and every detail you commented on.
- Seal and sign the golden sample. Keep at least two approved units: one at the factory and one with you or your representative. Sign and date a seal on each one.
- Number every round. If there are several rounds, give each one a number and a date, so nobody confuses an old sample with the approved one.
This takes about an hour. It saves weeks of argument if production does not match.
Use the golden sample during production
An approved sample is only useful if someone compares the production goods against it. During production and before shipment, an inspection checks a random selection of finished units against the golden sample and the specification. Many buyers use AQL sampling for this, which sets how many units are checked and how many defects are acceptable.
You can arrange inspections through a third-party inspection company, through your own team, or both. What matters is that the inspector has the golden sample, the spec and a clear list of what counts as a defect before they start.
Common mistakes we see
- Approving from photos. Photos help in early rounds. They do not show weight, texture, true colour or how a lid closes.
- Approving the product but not the packaging. A packaging problem can still stop a shipment.
- Changing things after approval. A “small” change to a material or a sub-supplier after approval means you no longer have an approved sample. Ask for a new one.
- Rushing approval to meet a ship date. If a sample is not right, approving it to save a week usually costs more time later, in rework, failed inspections or customer returns.
- Nobody owns the decision. When the buyer is in another time zone and the factory is waiting, decisions get made by default. One person with authority needs to own the approval.
How we work on samples
We are based in Guangdong, at the heart of one of the largest manufacturing regions in the world. That means we can review samples in person at the factory, handle the physical product, agree corrections face to face and then follow the approved sample into production.
For companies in Europe, that removes a lot of waiting: fewer samples shipped back and forth, less guessing from photos, faster decisions while the factory is still holding your production slot.
If you have a sample on the way and want a second pair of eyes before you sign it off, book a consultation and we will talk it through.
Topics
Questions about Manufacturing in China
What is a golden sample?
A golden sample is the approved reference unit, signed, dated and kept by both the factory and the buyer. Inspections during and after production compare the finished goods against it.
Can I approve a sample from photos or video?
Photos are useful in early rounds, for example to check a print layout. For final approval, someone should handle the physical sample, with its full packaging, against the written specification. Colour, texture, weight and fit rarely come across correctly on a screen.
How many sample rounds should I expect?
It depends on the product. A simple product in a known material may need one or two rounds. A new product with custom parts, print or packaging often needs more. Plan at least one correction round into your schedule.
Should the sample be tested before I approve it?
If your product needs safety or compliance testing, talk to an accredited testing laboratory early. Tests should be done on samples that match production in materials and construction. A pass on a sample built differently tells you little about the order.
