Reference samples express a goal
A reference may be an existing swatch or garment used to explain appearance, hand feel or another desired attribute. Record source and known properties. It is not automatically an order specification, proof of composition or a sample the supplier can reproduce exactly.
Candidate samples introduce an option
An existing candidate lets your team discuss a proposed item. Ask for its specification and the relation to current supply conditions. Having a swatch does not prove stock or a production commitment. Identify which qualities your team should review before requesting further work.
Development samples answer a change
A development sample responds to a proposed colour, structure, blend or finish. Record the baseline and what was changed. Give each revision a new ID. Review its actual scope, and do not transfer an earlier sample's approval to a changed version.
Colour samples focus on colour
Record the colour reference, material substrate and intended review conditions. Ask what the supplier's sample form represents. Colour approval on one substrate or finish should not silently establish colour on another candidate, and a screen image is not a universal physical-colour standard.
Approval references need context
An approved sample should identify item, colour, revision, reviewer, date and attributes covered. Keep unreviewed tests or commercial matters open. Approval is a buyer-recorded decision within its scope; a sample label alone does not establish full bulk acceptance.
Bulk-retained samples connect to supplied cloth
Record actual order, lot, roll and taking information. This reference serves a different purpose from early development. Identify the material represented and the agreed checking scope. A single retained piece should not be claimed to prove all properties of every roll.
Your sample selection table
Illustration: initial handle review needs a candidate, while a requested colour change needs a development reference and garment making needs trial cloth. Use the worksheet below to name the current question and choose the sample form that can actually help answer it.
Current decision: [direction / colour / making / order / bulk review] Sample type: [reference / candidate / development / colour / approval / bulk retained] Question it should answer: [scope] Material/colour/revision: [IDs] Amount and form needed: [plan] Supporting specification/source: [reference] Review task and owner: [entry] Attributes not covered: [list] Next sample or confirmation needed: [entry]