China Golden Sample Approval Form Template
The golden sample is the reference everyone compares production against, so an unclear approval becomes a dispute later. This form records what was approved, which criteria apply, what must change and which party holds which sample, then exports to PDF or Word.
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China Golden Sample Approval Form Template
Sample Approval Form
Buyer: Northfield Industrial Supply Inc. Supplier: Suzhou Lianhe Components Co., Ltd. Part: CH-6P-0412 Rev C Sample stage: Golden sample Quantity: 3 Date: 2026-10-21
Acceptance Criteria
Dimensions per drawing within stated tolerance. Insulation colour matches Pantone reference. Crimp pull force meets specification. Labelling per customer artwork.
Evaluation
| Characteristic | Requirement | Measured / observed | Result |
|---|---|---|---|
| Dimension 1 | |||
| Dimension 2 | |||
| Material / grade | |||
| Colour / finish | |||
| Function test | |||
| Marking / label | |||
| Packaging |
Decision
Approved with comments
Comments and Required Changes
Strain relief boot slightly short on sample 2, correct before production. All other points accepted.
Sample Retention
| Sample ID | Held by | Location | Seal / tag number |
|---|---|---|---|
| 1 | Buyer | ||
| 2 | Supplier | ||
| 3 | Inspection agent |
Approval
Attach photos and the drawing revision. The approved sample is a reference for appearance and function, the drawing and specification still control dimensions. Seal retained samples and note the seal numbers.
Connect sample approvals to ERP revisions
Optional: ask about linking approved samples to item revisions in your ERP.
Optional. The tool and every export work without this. No spam.
How to use the form
Complete one form per sample round. Record the part number with its revision, the stage and the number of samples issued. List the acceptance criteria before you evaluate, not after, and measure the sample against them in the table. Choose a decision, write the comments precisely and have both sides sign. Production should only start after an approved golden sample is signed, with changes verified in a follow-up sample if they affect fit or function.
Stages of sampling
Engineering samples prove the concept and may use temporary processes. Pre-production samples come from production tooling and production materials and should reflect the real process. The golden sample is the one you freeze as the standard, usually a pre-production sample that passed every test. Production samples are taken from the first batch to confirm that mass production matches the golden sample. Name the stage clearly, because factories sometimes send hand-made samples that cannot be repeated in volume.
- Check material certificates for the sample batch
- Test function, not only appearance
- Photograph front, back, labels and packaging
- Seal and tag the retained golden samples
Retained samples
Keep at least one sealed golden sample on each side and, where an inspection agency is used, one with the agency. The seal number on the form proves the sample was not swapped. Inspectors then compare production units against this sample for appearance, colour and finish, while measurable features are checked against the drawing. Store samples in a controlled place away from light and heat if colour or material could change.
Common mistakes
A frequent problem is approving by email with the words looks good, which leaves the criteria undefined. Another is approving a sample made with better materials or a different process than the factory will use for volume. Do not forget the packaging and labels, which cause many shipment rejections. Finally, record the revision of the drawing, so that a later engineering change does not leave both sides arguing about which version was approved.
Frequently Asked Questions
What is the difference between a golden sample and a pre-production sample?
A pre-production sample is made on production tooling and processes to show what mass production will deliver. The golden sample is the one you formally approve and freeze as the reference. Often it is a pre-production sample that passed all checks.
How many samples should be kept?
At least two sealed samples, one for each party, and a third for an inspection agency if you use one. Record each sample's holder, location and seal number on the form.
Does the sample override the drawing?
No. Dimensions and tolerances follow the drawing and specification. The sample is mainly a reference for appearance, colour, finish and workmanship. State this in the contract to avoid confusion.
Can approval be given by email?
It can, but a signed form with defined criteria and comments is stronger evidence. If you approve by email, attach the form or restate the criteria so the approval is precise.
If approved sample references should be linked to item revisions and quality plans in your ERP, Netray can help set that up.
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