A sample approval should identify the exact model, artwork version, print layout, packaging files, observed result, accepted limitations, and the buyer's written decision. A photograph of the sample and a verbal confirmation are not sufficient. Without a structured record, a dispute about what was approved — and what was not — is difficult to resolve after bulk production has begun.
A sample photograph confirms appearance at the time the photograph was taken. It does not record the product name, the internal SKU, the batch reference, the artwork version, or the date of approval. A buyer who approves a sample by sending a photograph without a written record of the model and artwork version has created an ambiguous approval. If the artwork is revised after the photograph is taken, or if a different model was sent in error, the photograph cannot resolve the dispute. The approval record should include the product name, the internal SKU or batch reference, the artwork version number, the date of evaluation, and the name of the approving party.
A sample approval record should separate two distinct evaluations: the appearance and construction approval, and the performance evaluation. The appearance approval covers the ball surface, print quality, color accuracy, logo placement, number, alignment line, and packaging. The performance evaluation covers any on-course or launch-monitor testing conducted during the sample review period. These two evaluations should be recorded separately because they have different evidence requirements and different implications for bulk production.
Performance evaluation records should state the test conditions: the club used, the swing speed range, the number of shots, the date, the location, and the tester. Results observed under one set of conditions cannot be generalized to all conditions. A buyer who approves a sample based on a driver test has not evaluated wedge spin, iron control, or putting feel. The approval record should state what was tested and what was not, so that public claims remain within the evidence boundary.
Approving a sample confirms that the reviewed physical product meets the buyer's requirements at the time of evaluation. It does not automatically confirm the price, the quantity, the delivery date, the packaging specification, or the logistics terms for the bulk order. Each of these must be confirmed in the relevant commercial document — the quotation, the proforma invoice, or the purchase order. A buyer who assumes that sample approval locks in a previously discussed price or delivery window may find that conditions have changed by the time the bulk order is placed.
| Approval field | Evidence required | Pass-fail owner | Bulk-order impact |
|---|---|---|---|
| Product name and SKU | Written record matching the physical sample | Buyer confirms identity | Bulk order must reference the same SKU |
| Artwork version | Version number and approval date | Buyer approves final artwork file | Any artwork change requires new approval |
| Print quality and color | Physical sample against Pantone reference | Buyer confirms against reference | Bulk print must match approved sample |
| Packaging | Physical package sample sign-off | Buyer confirms package separately | Package changes require new approval |
| Performance evaluation | Test conditions, club, speed, date, tester | Buyer records observations | Claims limited to tested conditions |
| Accepted limitations | Written record of known deviations | Buyer acknowledges in writing | Limitations carry forward to bulk order |
| Approving party | Name, title, date, written confirmation | Buyer's authorized representative | Required for commercial handoff |
After the sample is approved, the bulk order requires a complete specification confirmation: the final model and SKU, the confirmed quantity, the approved artwork version, the packaging specification, the destination, and the commercial terms. The sample approval record is the starting point for the bulk order, not the complete order document. The OEM team will prepare a quotation or proforma invoice based on the confirmed requirements. Production begins after the commercial terms are agreed and the order is confirmed in writing.
Start with a physical sample of the 3-piece or 4-piece urethane model. Once the sample is approved, we will prepare a project summary and next steps for the bulk order.