Define the colour reference
Identify a physical swatch, agreed colour standard or inspiration image and its purpose. Record the source and code. An image can describe a direction but should not automatically become an exact physical-colour approval reference.
Record observation conditions
Note the lighting and comparison material used in an actual review. Different screens and photography conditions can alter appearance. Keep photographs as supporting context and use the project's agreed physical or assessment basis for the actual decision.
State the approval scope
Record sample, material substrate, colour version, reviewer and date. Approval on one material or finish does not necessarily apply to another. Keep unreviewed candidates open rather than transferring the approval because the colour name is unchanged.
Connect actual batch records
Ask for colour, lot and roll identifiers available for supplied material. Link them to order quantities and packing records. Use actual supplier records; do not create an invented traceability chain to make the worksheet look complete.
Discuss mixed-batch use
If new cloth will be used beside old stock, state that need before ordering. Provide the earlier reference and ask whether a comparison or additional review is appropriate. Do not assume repeat orders will be indistinguishable from all previous material.
Communicate differences precisely
Identify affected lot or roll and the reference used. Retain same-condition observations or physical comparisons where useful. Describe what was observed and its garment impact, leaving cause and responsibility open for discussion until the relevant evidence is reviewed.
Your colour-batch sheet
Illustration: a buyer will mix new navy cloth with existing stock. They request a comparison and retain lot identities instead of relying on the same colour name. Use the sheet below to connect each approval reference to the actual material it covers.
Colour code/reference/source: [entry] Material/sample/finish/version: [IDs] Observation conditions and comparison: [details] Reviewer/date/approval scope: [actual record] Order/lot/roll | Colour | Quantity | Reference [rows] Old stock to be mixed: [details] Observed differences and evidence: [entry] Supplier questions and agreed next action: [record]