RFQ & Quote Tools
Sample Review and Change Log
A sample is evidence of one product version at one point in time. Use this log to record what was received, how it differs from the quotation or requirement and what must be reconfirmed after a change.
How to use this log
Complete the identification record before comparing the sample with the relevant quotation, RFQ or requirement version.
1. Sample identification
- Supplier name
- Quotation company
- Sample invoice or order reference
- Product name
- Supplier model
- Buyer project name
- Sample version
- Date ordered
- Date received
- Sample type
- Photos or file references
- Quotation or RFQ version used for comparison
Sample type
- Standard sample
- Branded sample
- Modified sample
- Pre-production sample
- Production sample
- Not confirmed
2. What was expected
- Product configuration
- Materials
- Dimensions
- Colour
- Functions
- Accessories
- Electrical version
- Logo
- Packaging
- Manual
- Labels
- Documents referenced
- Other agreed details
3. Review table
Use one row for each requirement or sample feature reviewed.
| Item reviewed | Expected | Sample received | Matches | Acceptable difference | Change required | Evidence or photo reference | Supplier reply | Status |
|---|---|---|---|---|---|---|---|---|
Status options: Confirmed; Accepted for this version; Change requested; Supplier to clarify; New sample required; Not applicable.
4. Change request log
| Change number | Date | Requested change | Reason | Supplier acknowledgement | Price impact | Lead-time impact | Packaging impact | Document or test impact | New sample required | Final status |
|---|---|---|---|---|---|---|---|---|---|---|
5. Reconfirmation after changes
- Revised product specification
- Revised quotation
- Revised sample
- Revised artwork
- Revised packaging
- Revised lead time
- Revised MOQ
- Revised model reference
- Revised document list
- Production version confirmed
- Unresolved questions recorded
Production boundary
Sample approval should not be treated as automatic confirmation that every later production unit will remain identical. The approved details must also be carried into the production record, order documents and any inspection criteria.