SOURCING TOOLS / SAMPLE & CHANGE CONTROL
Sample Review and Change Log
Record what the sample actually shows, what needs changing and which version the supplier is approved to produce.
Free working template · Keep a record of the version you actually reviewed
Connect it to the supplier model, project and quotation version.
Keep the expected detail, actual sample and evidence together.
Update the agreed specification and production documents.
Sample identification
Keep enough detail to identify which physical or documented version was reviewed.
- 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
What was expected
Compare against the agreed product, quotation or RFQ version, not an assumed standard.
- Product configuration
- Materials
- Dimensions
- Colour
- Functions
- Accessories
- Electrical version
- Logo
- Packaging
- Manual
- Labels
- Documents referenced
- Other agreed details
Review table
One row per feature or requirement. Empty rows are intentional: use the downloadable CSV for real observations.
| 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
Change request log
Track each requested change independently, including effects on cost, lead time, packaging and documents.
| Change number | Date | Requested change | Reason | Supplier acknowledgement | Price impact | Lead-time impact | Packaging impact | Document or test impact | New sample required | Final status |
|---|---|---|---|---|---|---|---|---|---|---|
Reconfirmation after changes
Approval of one sample version does not automatically release changes that were requested later.
- 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
Before bulk production
Use the approved sample and agreed specification as references for production. Keep remaining changes explicit and arrange any further checks appropriate to the order.