1. Define the sample package before manufacture
Record the part number, drawing revision, material, quantity and supply condition of the samples. State whether they represent the intended production route or a different preliminary route. Agree any required material, dimensional, finish or test records. If the customer has its own submission format, supply that format with the enquiry.
2. Connect each result to the part being checked
Use identifiers that allow the buyer to match the received part, the applicable drawing and the submitted records. List the features or requirements evaluated and the acceptance basis. Where the order requires batch or material traceability, define the identifiers and records to be supplied rather than relying on an unqualified statement that the parts are traceable.
3. Keep open items and deviations visible
Record a missing report, an unverified characteristic or a proposed dimensional deviation explicitly. Give each item an owner and a proposed resolution. A result outside the agreed requirement should not be hidden by changing the inspection sheet or by treating an unanswered email as approval. Any acceptance of a deviation needs the authorised buyer decision.
4. Separate the different approvals
Dimensional review, material-document review, assembly evaluation and release of a production batch may be separate decisions. State which steps are required for the project and who makes each decision. A buyer acknowledging receipt of a sample does not automatically authorise production.
5. Create an unambiguous release record
Record the approved revision, the approval scope, any accepted exceptions and the quantity or stage released. Keep the approval connected to the quotation and purchase order. If a later drawing change affects the accepted basis, ask the buyer to define the additional review needed before the revised work proceeds.
Example approval record wording
Samples [identifiers] were reviewed against drawing [revision] and requirements [references]. Completed reviews: [list]. Open items: [list]. Decision by [authorised person]: [hold / additional review / release of defined stage]. Approved exceptions, if any: [reference]. Production quantity or stage released: [scope].
Information to collect
- Part number, drawing revision and sample identifiers
- Sample quantity and manufacturing/supply condition
- Required report list and received report references
- Characteristics checked and acceptance basis
- Buyer assembly or application evaluation status
- Open items, deviations, owners and decisions
- Authorised approval person, date and evidence
- Released quantity/stage and applicable exceptions
Put the information to work
Send the available files and identify open questions. Keep confidential customer information out of public posts; share authorised project files directly for review.
Inspection scope review · Email Kai your requirements
Further reading: SFSA information for steel-casting buyers. This JK Casting worksheet organises purchasing information; application-specific design and acceptance requirements must come from the approved project documents.