Supplier Sample Request and Approval Process

Confirm whether pre-production or spec sample is required and clarify requirements with customer

Send detailed written request to supplier including job details, artwork specifications, and decoration requirements

Confirm sample delivery timeline and costs with supplier, including refund terms for sample charges

Process the sample request through procurement workflow and track progress

Review received sample against specifications and quality standards

Present sample to customer for approval and document feedback or changes required

Record final approval status and update job records with sample outcomes

Sample requests often lack critical details leading to incorrect samples and delays

No clear process for tracking sample costs and refund terms with suppliers

Customer approval feedback gets lost between teams causing production delays

What's the difference between pre-production and spec samples?

Pre-production samples show the decorated product with actual customer artwork applied, while spec samples show the product and materials without decoration. Pre-production samples typically take longer and may cost more.

How long do supplier samples usually take?

Pre-production samples typically take 5-10 business days, while spec samples are usually faster. Lead times vary by supplier and product complexity, so always confirm timing in writing before proceeding.