/ sample approval / shipment changes / quality records
How to Document Sample-to-Shipment Changes
Buyers should record every accepted change between the approved sample and the shipped batch.
A supplier may change material, color, packaging, accessory, carton layout, label, or production process after sample approval. Some changes improve the product. Others create disputes when nobody records them.
Keep a sample baseline. Save photos, specifications, test notes, and the date of approval. The shipped batch should be compared with that baseline before balance payment or shipment release.
Ask the supplier to propose changes in writing. The note should say what changed, why, which batch it affects, and whether price, lead time, or compliance evidence changes.
Use photos and inspection results to confirm accepted changes. A chat message alone may not be enough when the warehouse receives different goods.
After shipment, update the product file. If the change becomes the new standard, future POs and listing claims should reflect it.
Working checklist
- Save approved sample baseline.
- Require written change notes.
- Check impact on price and compliance.
- Confirm with photos or inspection.
- Update future order specs.