Agree the reference
A promising sample answers some questions, but it does not settle every question about a production order. Before approving one, make sure both sides know what was supplied, reviewed and still needs to change.
Identify product or model, specification version, materials and finish, packaging, branding and required functions. Ask the supplier to label each sample with its revision and note substitutions.
Review against a checklist
Depending on the product, the list may cover dimensions, fit, appearance, function, accessories, labeling, packaging and documentation. Take dated photos or short videos where they help describe a finding.
For each issue, record whether it is acceptable, requires a change or needs another question. Keep the supplier's response alongside your notes.
Close the revision loop
Send one consolidated feedback list. Ask the supplier to confirm the planned revision, its effect on price and lead time, and whether a new sample is needed. Avoid approving a modified item solely on a promise that production will be corrected.
When a sample is accepted, identify the exact approved version and retain a reference where practical. Put remaining conditions in writing before an order is released. Sample approval alone is not a production guarantee.