How do we write a sample approval form so that later changes need a signature?

Main answer · Wecent Editorial Team

Short answer: Use a one or two page form that names the sample, lists what was approved, states that any change to those items needs written approval and carries signatures from both sides. Attach photos and key data, and tie the form to the purchase order. A signed form turns a vague agreement into a reference point.

What the form should do

It records exactly what was approved and by whom, on what date, and sets the rule that nothing in it changes without a signature. It becomes your reference when production differs from the sample.

What to include

1. Product identity. Model name, number and version.
2. Sample identity. A unique sample number or code and the date it was made.
3. What is approved. Appearance, dimensions, materials, colour, label, packaging, functions and performance.
4. Critical parts list. The key components with manufacturer and model.
5. Test and certificate reference. Report numbers and certificates.
6. Photos. Attached or linked.
7. Open points. Any items still to be fixed, with deadlines.
8. Change clause. A statement that any change to approved items needs prior written approval.
9. Signatures. Names, roles and dates for both parties.

The change clause

Example: “Production units shall be identical to the approved sample. No change to materials, components, dimensions, finish, packaging or marking may be made without written approval signed by the buyer.” Short and clear wording is enough.

How to use it

• Reference the form in the purchase order.
• Keep one signed copy at each side and a copy with the sample.
• Seal and label the golden sample, and store it safely.
• Compare first production units with the form.

Change requests

When the factory wants a change, ask for a written request describing the change, the reason, the effect on cost and testing, and photos. Approve or decline in writing, and update the form version.

Quick summary

Name the sample, list what is approved, add a change clause and get signatures. Tie it to the order.

Common mistakes

Forms that only say “approved” without listing what was approved, forms that nobody signs and forms that are not tied to the purchase order. Another mistake is to approve a sample from an earlier build and then change the tooling. Always approve a sample that was made with the production tools and process.

Storage

Scan the signed form and store it with the photos, the test reports and the order. Keep the original with the golden sample so that both are found together when a question arises years later.

Where this answer says to confirm with Wecent, the detail is not published on the product page and has to come from the datasheet or the factory. General facts come from the regulators, standards bodies or device makers named in the text.