04 / SAMPLE APPROVAL
How to approve a bag sample before a bulk order
A sample is most useful when both buyer and factory know what it represents. Record the physical sample, written specification and approval version together so there is a clear reference for the bulk order.
Approve the construction, measurements, artwork and intended-use checks against a named sample and written specification.
01
Clarify what kind of sample you received
An available style sample may demonstrate mesh, weave or a closure without matching every detail of your order. A custom sample may also have specific limitations that need to be stated. Ask what matches your proposed order and what will differ in bulk production before treating the sample as an approval reference.
- Record the sample ID, date received and corresponding quotation or specification.
- List any differences in size, colour, printing, material or construction.
- Keep old and revised samples separately labelled to prevent mix-ups.
02
Check the bag itself
Measure the bag under the agreed conditions and compare the specified dimensions, empty bag weight, mesh or weave, opening, closure and bottom seam. Use the same measurement method as the specification. Inspect the printing position, wording and colour against the approved artwork. Record results and questions; do not substitute an overall visual impression for a missing measurement.
- Check the front, back, inside, opening and seams.
- Distinguish cosmetic observations from functional requirements.
- Agree how tolerances and any additional inspection requirements will be assessed.
03
Try the actual packing and handling process
Use the intended product and target contents weight to check fit, closure and the handling steps relevant to your operation. Describe the filling equipment, lifting, stacking and transport conditions to the supplier. A successful small trial is not a universal performance guarantee; agree any further testing needed for your application and destination.
- Use representative contents rather than an unrelated substitute where practical.
- Record the conditions and results of the checks you actually performed.
- Raise any application-specific barrier, hygiene or compliance requirement explicitly instead of assuming it from the bag’s appearance.
04
Confirm the bulk-order reference in writing
Send an approval or a clearly itemised revision request referencing the exact sample and artwork version. Confirm quantities, packing method, inspection basis, commercial terms and timing separately in the order documents. Keep a labelled reference sample and the approval record for both the first shipment and subsequent repeat orders.
- Mark each requirement approved, to revise or still to confirm.
- Agree whether a change needs another sample before production.
- Do not describe a sample as fully approved while essential specifications remain unresolved.
YOUR ENQUIRY CHECKLIST
Copy this into your purchasing brief.
Fill in what you know. Mark the remaining points “to discuss” and use the online enquiry form below to contact us. Photos or artwork can be shared through the listed WhatsApp or email contact.
Sample ID / specification version / artwork version: Dimensions and empty bag weight checked: Mesh or weave / opening / closure / seams checked: Printing reviewed: Filling and handling checks performed: Approved items: Requested changes / unresolved items: Bulk packing and inspection requirements: