Complete the sample identity
Enter project, item, colour, sample version, source and received date. Link the applicable specification and actual physical specimen. If the identity is uncertain, resolve it first. The checklist should not attach an approval to a generic fabric family or an older photo.
Record appearance and handle
State what was actually reviewed, comparison reference and observation conditions. Separate personal preference from a measured value. Photographs can support a visual record but do not demonstrate physical handle. Keep attributes that have not been reviewed explicitly marked not reviewed.
Add making feedback
Link cutting, seam, pressing or sample-garment observations to the relevant trial and maker. Include process context and evidence. If no garment trial occurred, say so. An appearance decision should not become a making approval by default.
Review technical evidence
List applicable specifications, reports or other documents and what they support. Keep identity verification and project applicability separate. A document may be genuine but refer to a different specimen. Record gaps without inventing a pass result.
Keep pending matters visible
List unanswered sample questions, unperformed checks and requested revisions. Name the next owner and expected action. Approval of one attribute does not close the others. A changed candidate gets a new version and a fresh review state.
Record actual authority
Identify reviewer, review date, decision scope and active confirmation. Use not reviewed, questions open, approved for stated scope or revision requested as appropriate. The record documents a buyer decision, not a laboratory certificate or an automatic factory release.
Your sample approval form
Example only: sample S-02 has colour reviewed in stated lighting, while seams and performance evidence remain open. The decision says colour only and assigns the making question to the trial team. Copy the form below or use the tracker to retain the same limited scope.
SAMPLE REVIEW — [project/sample/item/colour/revision] Source and received date: [entry] Applicable specification/reference: [IDs] Attribute | Not reviewed / Questions open / Approved for stated scope / Revision requested | Observation/conditions | Evidence Appearance: [row] Colour: [row] Handle/drape: [row] Cutting/seams/pressing: [row] Composition/performance evidence: [row] Pending matters and owners: [list] Review scope: [exact attributes] Reviewer and reviewed date: [actual entry] Buyer confirms this decision: [explicit confirmation] Order association and next action: [entry] New revision requires its own review record.