Buyer procurement guide

How should sample and specification approval work before bulk supply?

Use a representative sample together with a written specification; photographs or informal descriptions should not be the sole acceptance standard.

The buyer first defines the required grade, intended business use, quantity, packing and document needs. The supplier then confirms sample availability and provides the current specification or a draft for review.

After evaluating the sample, both parties should record measurable acceptance criteria and agree how the sample relates to the bulk batch. The purchase order or contract should identify the approved specification version, test panel, packing, tolerances, inspection method and document list.

Buyer verification checklist

  • Step 1: define requirements
  • Step 2: review representative sample
  • Step 3: approve written specification
  • Step 4: link bulk acceptance to the agreed criteria
Start with grade selectionView all buyer questions