Review a supplier sample against the RFQ

A sample is a decision aid only when it is compared with a written brief. Otherwise a buyer may remember that it “looked good” while missing a required fit, material or label. Give the reviewer a small set of observable criteria before opening the package.

Define the requirement

Create a checklist from the RFQ: dimensions, finish, operation, packaging and any test evidence. Identify which criteria can be assessed visually and which need measurement or specialist testing. Photograph and label the sample with the supplier, date and revision so the result is traceable.

Questions to send with the RFQ

Ask whether the sample is made by the intended production process and whether any material or tool will change. Request a corrected sample or change list for failed points. If the sample passes, ask how the approved reference will be used to control production.

Review the answer

Record each criterion as passed, failed or not assessed. Avoid a single overall score that hides a critical failure. A sample approval should identify the version and any conditions; it is not permission for the supplier to change unspecified details later.

An example to adapt

For a hypothetical desk lamp, appearance, switch action and packaging can be checked separately. A attractive finish does not answer whether the cable configuration is appropriate. The buyer should leave that item open until the relevant evidence is reviewed.

Decision before sending

A useful sample report has three columns: the requested requirement, the observed result and the next action. This prevents vague feedback such as “looks almost right.” When the supplier sends a correction, compare it against the previous failure instead of reviewing from memory. If a sample is accepted with conditions, put those conditions into the production brief. Otherwise the factory may reasonably believe the physical sample, including its defects, became the new reference.

Source context

The FAR offer instructions treat product samples as a specified part of an offer when requested. Review the received sample against the RFQ's dimensions, finish and use conditions, and record which differences require another sample.