Handling a supplier change after sample approval

Sample approval freezes a reference, but supply conditions may change. A supplier may need a new component, plant, process, or packaging material. Treat that as a change request before the affected goods are produced.

Ask for a complete proposal

Record the current and proposed versions, reason for change, affected orders and inventory, price and lead-time effects, and the evidence needed to show continued conformity. A harmless-looking substitute may alter fit, durability, labelling, or market compliance. Identify who has authority to approve the change.

Close the loop

Test or inspect the new version against affected requirements and issue a revised sample ID or drawing where needed. Tell production and inspection teams which version applies to which lot. An email saying “equivalent” is not an approval record. Keep the earlier version available for traceability, especially if old and new stock will coexist.

Worked change control

After approval of sample S-8, the supplier proposes adhesive B in place of A. Keep S-8's record intact. Create a new sample review for S-9 with the proposed material and note affected tests, price, lead time, and current stock. Mark material “Not checked” until the agreed evidence is reviewed. Common error: accepting the phrase “equivalent adhesive” in a sales email and allowing mixed A and B production with no lot identification. Approve the revised drawing and affected batches explicitly.

Source context: ISO — ISO 9001 quality management systems supports this limited point: ISO 9001 specifies quality-management-system requirements, not a product-specific inspection result. The buyer procedure above is Suppliers Help editorial guidance. Source checked 2026-09-27.