Short answer: Check a sample on five points: dimensions and fit, colour, visible defects, how it travels, and the written record. Agree the pass line before the sample arrives. Public references cover defect classes, colour tolerance and transit testing; the rest is general practice and should be labelled so in your approval record.
Five checks
| Check | What to look at | Public reference | Agree beforehand |
|---|---|---|---|
| Dimensions and fit | Outside size, opening, depth, hanging points against the spec sheet | General practice | Tolerance in millimetres on each size |
| Colour | Match to the approved reference under consistent light | Delta E, per Datacolor [2] | Formula, illuminant and tolerance |
| Visible defects | Scratches, marks, gaps, loose parts, print flaws | Defect classes: critical, major, minor, per Wikipedia [1] | What each class means for your product |
| Transit | Did the packed sample arrive intact | ISTA series and Procedure 3A [3] | Which test the carton passed, if any |
| Records | Signed approval, photos, the sample kept as reference | General practice | Who keeps the approved sample |
Wikipedia says the three defect classes are interpreted differently by different companies, so write your own definitions [1]. It also says buyers and sellers agree an AQL based on the risk each accepts and use it as a reference during pre-shipment inspection [1].
Six steps
- Write the pass line first. Before the sample ships, write what counts as acceptable for each of the five checks.
- Log arrival condition. Photograph the carton and the product as received and note damage.
- Measure. Compare dimensions and fit against the agreed spec sheet.
- Compare colour. View against the approved reference under consistent light, and measure if a tolerance was agreed.
- Classify defects. List each defect as critical, major or minor using your agreed definitions.
- Decide and record. Approve, approve with changes or reject, and sign the approval record.
Related deep dives
- Delta E colour tolerance for sample approval
- Shipping carton testing: ISTA and ASTM basics
- Quality inspection basics: stages, AQL and defect classes
- Sample approval record template
Questions answered
Which defect classes are commonly used?
Wikipedia names critical, minor and major defects, and notes that companies interpret the classes differently.
When should the pass line be agreed?
Before the sample ships; write what counts as acceptable for each check so approval is not a matter of opinion. This is general practice.
What should be kept after approval?
Keep the signed approval, photographs and the approved sample as the reference for the bulk order. This is general practice.
Sources
| No. | Source page | Publisher | Fetched |
|---|---|---|---|
| [1] | Acceptable quality limit | Wikipedia | 2026-11-13 |
| [2] | Delta E tolerances guidance article | Datacolor | 2026-11-13 |
| [3] | ISTA test procedures | International Safe Transit Association (ISTA) | 2026-11-13 |
Start an enquiry when your list is ready; we reply within 1 business day.
As of 2026-11-13. General information, not legal, customs or tax advice. Wording is paraphrased from the pages linked above; your written quote and contract govern. Examples use invented numbers unless a source is named.