Sample Approval Record Template for Bulk Orders

A one-page record for approving a sample before a bulk run: size, colour, sharpness, finish, joins, packing and decision. Free CSV download.

Short answer: the approved sample is the reference for the bulk run, so record what you checked and who approved it. This record has nine checks.

Check	How to check
Sample reference	Your sample or design reference
Date received	Date the sample reached you
Size	Measured against the spec
Colour	Compared with the approved proof under the same light
Print sharpness	Checked at normal viewing distance
Finish and materials	Compared with the spec sheet
Corners, joins and hardware	Checked by hand
Packing	Compared with your pack plan
Decision and by whom	Approve, approve with changes, or reject; the role of the person deciding

Download the record (CSV)

Read why: sampling before a bulk order and digital proof, sample and photo approval.

Source: ArtzFolio Private Label sample terms (the approved sample is the reference); checks are general good practice. As of 2026-11-11. Terms are typical, not a guarantee, and are confirmed in your written quote.

Related data, guides and checklists

Reorder Checklist for Private Label Frames and Boards

Key facts

The sample approval record at a glance

Fact	Detail
Checks	Nine
Format	CSV download
Purpose	The approved sample is the reference for the bulk run
Colour check	Compared with the approved proof under the same light
Decision options	Approve, approve with changes, or reject
Samples	Paid; by agreement the cost can be reimbursed or adjusted in the final order

Source: the sample terms on the samples page. Facts page as of 2026-11-11. Terms are typical, not a guarantee, and are confirmed in your written quote.

FAQ

Questions about approving a sample

Who should record the decision?

The record asks for the role of the person deciding, so the decision belongs to someone who can approve. Keep the approved sample, the written specification and the artwork file together, and use the same set for every repeat order.

What if I approve with changes?

Write each change next to the check it belongs to. Changes are simplest at the sample or prototype stage, before the run is planned.

How should I judge the colour?

Compare the sample with the approved proof under the same light. A colour on a screen differs from a colour on a frame, so do not decide from a photograph. The print and colour terms explain proofs and profiles.

Is the sample free?

No, samples are paid. The samples page explains how the cost can be reimbursed or adjusted by agreement.

Where can I read about proofs before the sample?

See soft proof vs hard proof, and sample vs production run for what changes after approval.

Keep reading

More pages for buyers

Sample Approval Record Template for Bulk Orders

Related data, guides and checklists

The sample approval record at a glance

Questions about approving a sample

More pages for buyers

Incoming Goods Inspection Checklist for Frames and Boards

Sample-to-Bulk Timeline for Private Label Orders

Sample vs Production Run: What Changes

Print and Colour Terms: sRGB, CMYK, ICC, Proofs, Inks

Product Spec Sheet Template for Private Label Orders

See also