Use these points to control the next decision.
- Use different samples for structure, appearance and production-method confirmation.
- Approve measurable attributes and reference files, not the phrase “sample approved.”
- Re-open approval when artwork, material, finish, insert, packing or process changes.
Choose the sample for the decision
A structural white sample is useful for size, fit, opening, closure and insert geometry. A digitally printed sample helps review artwork scale and general color direction. A production-method or pre-production sample is more relevant when foil, embossing, coatings, wrapped edges, assembly or material behavior matters.
Ask how the sample was made and which production methods or materials differ from the proposed order. Do not use a hand-finished presentation sample as automatic proof of production repeatability.
| Sample stage | Useful for | Does not automatically prove |
|---|---|---|
| Structural | Fit, geometry, opening, insert position | Final color, finish and production material |
| Digital print | Artwork scale, content and layout | Production color or special finish behavior |
| Presentation | Combined appearance and unboxing review | Repeat production and transit performance |
| Pre-production | Defined production-method confirmation | Every unit in the full order |
Create an attribute-by-attribute approval record
Record finished dimensions, opening and closure, board construction, paper or substrate, print reference, color standard, finish position, insert fit, accessory location, presentation, packing and approved artwork revision. Photograph critical views and identify the retained reference sample.
Use comments such as approved, approved with stated change, not reviewed, or requires new sample. This is more precise than a single signature.
- Structure and dimensions
- Product and accessory fit
- Artwork revision and content
- Color reference and viewing condition
- Finish area and registration
- Surface cleanliness and edge presentation
- Packing method and carton reference
Discuss variation before production
Paper, board, ink, foil, adhesive and manual assembly can introduce variation. The buyer and supplier should identify critical-to-quality attributes, reference method, inspection frequency and acceptable decision rule for the project.
Avoid adopting generic tolerances from another product without confirming material, equipment, construction and use case. When a dimension or appearance attribute is critical, define how and where it will be measured.
Link every change to re-approval
Artwork revisions, material substitutions, finish-area changes, insert changes, product changes, supplier process changes and packing changes can invalidate part of an approval. The change record should state what changed, why, which cost or schedule assumptions changed, and which attributes require a new sample.
Production authorization should reference the final specification, artwork, approval record and retained sample version.