The final signoff record for a supplier sample

A verbal “sample okay” leaves production unsure which version and exceptions were approved. Use a short signoff record that points to the item, tests, and decision. It should be readable by the person who will inspect the first production batch.

Complete the record

Include supplier and product identifiers, drawing and artwork revisions, sample ID, date received, tests and their results, defect-log disposition, and reference photographs. Name the buyer approver and supplier acknowledgement. If approval is conditional, state the exact condition, required evidence, and deadline; do not bury it in a comment thread.

Control release

Say whether the signoff authorizes tooling, a pilot run, or full production. Those are different commitments. Attach the record to the purchase order and inspection plan, and confirm the supplier is using the same revision. When a later change occurs, create a new approval event rather than editing the historic signoff.

Worked release decision

Sample S-12 passes dimensions and function, but its label proof is still pending. In the sample review tool, mark those first two fields “Conforms” and packaging and labels “Not checked”; put the proof owner and due date in notes. Copy the record as “pilot run only, label approval required before full production” if your process permits that condition. Common error: sending “approved” without saying which stage is authorized. Full production signoff needs the final label result and supplier acknowledgement.

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.