Name each stage
Separate direction reference, colour, garment-trial metreage, production standard and bulk inspection. Each answers a different question.
Identify the sample
Record sample ID and revision. Use the physical standard’s actual identity, not only a descriptive colour or category.
Record reviewed points
State the specific appearance, garment or specification decisions reviewed and name the reviewer. Keep the date and supporting record available.
Keep open points
List unresolved tests, dimensions, scope or commercial questions. An exported checklist can remain incomplete as long as the missing gates are visible.
Carry the release record
Use the applicable written authorisation for factory or contractual release. A buyer checkbox does not provide that authority. Preserve the current standard and change history with the final order.
Write a decision another reviewer can understand
Use the sample ID and revision, identify the stage and name the decision owner. List exactly what was reviewed rather than writing approved without scope. Keep unreviewed requirements in the open-points field.
A preliminary image review, physical colour decision and garment trial are different evidence stages. Label them correctly so a later handover does not treat one as a substitute for another. The worksheet records the buyer’s stated decision; it does not verify the underlying evidence.
Handle a revised sample as a new review
When the article changes, identify which earlier decisions may be affected. Give the new sample its own revision and retain the previous record. Ask the responsible reviewers to confirm the scope that remains valid.
Do not copy every accepted attribute into the new row without checking its applicability. A revised finish can require renewed visual or measurement review. The actual affected requirements determine the next evidence needed.
Reconcile approvals before bulk handover
Compare the recorded decisions with the final article and specification. Resolve approvals that refer to incompatible samples or unidentified stages. Keep remaining release items with owners.
Retain the accepted checklist with the order handover and relevant reports. A complete approval file should show which material and attributes were accepted, not merely contain a sequence of positive replies.
Prepare the next decision
| Input | Decision to make | Record to keep |
|---|---|---|
| Stage | Distinct sample purpose | Gate record |
| Identity | ID and revision | Physical sample |
| Review | Owner and scope | Buyer decision |
| Open | Unresolved requirements | Next-action list |
| Release | Applicable authorisation | Order record |
Questions for this stage
Can the file say factory approved from a checkbox?
No. Buyer review status and actual factory authorisation remain separate.
Should an old sample stay in the file?
Retain its identity as superseded evidence and clearly identify the current standard.
Can I export before every gate is complete?
Yes. Keep the draft, pending and open stages visible.
What does buyer reviewed mean in the template?
It states the buyer’s recorded review scope. It is not factory approval, order acceptance or proof that all other requirements have been met.
Can I keep several rows for one article?
Yes. Use separate sample stages or decisions with clear IDs and revisions. Identify the final controlling reference so the history does not leave bulk approval ambiguous.