Samples & Specifications
Part of Product samples and specifications
Writing acceptance criteria before a sample arrives
Turn a product brief into measurable sample checks, decision rules and clear limits before the supplier’s sample arrives.
Before a supplier sample arrives, write down the features you will assess, the method for each check and the result you will accept. This sets a decision rule before the item can influence your judgement.
Turn the brief into checks
Use the product version sent to the supplier. Select features that matter to use, fit and the customer promise. For each one, name the relevant part or variant, the check and the acceptable result.
A dimension needs a measurement point, unit and permitted range. A functional feature needs an operating step and expected result. An appearance feature needs an identified reference and viewing conditions.
Do not invent precision. If an acceptable tolerance has not been established, mark it for a technical decision before assessing the sample. An arbitrary millimetre limit can be as misleading as “about the right size”.
A compact sheet can contain:
| Field | Record before arrival |
|---|---|
| Requirement | Feature, product version and affected variants |
| Method | What to measure, operate or compare, and the reference or tool |
| Acceptance rule | Permitted result or range |
| Evidence needed | Observation, measurement, document or specialist test |
| Decision owner | Person authorised to accept a result or departure |
Keep the actual result and follow-up decision in separate columns when the sample arrives. This prevents a missing check from being recorded as a pass.
Identify checks beyond a desk review
You may be able to assess dimensions, completeness, finish and basic operation on a received sample. Composition, strength, electrical behaviour or another hidden property may require suitable equipment, a laboratory or specialist review. Name the evidence needed and mark the criterion open until it has been assessed. A photograph can show a visible feature but cannot establish a hidden property.
For consumer products intended for Australia, check whether a mandatory standard applies to the actual product. Such standards can address performance, composition, construction, packaging or labelling. A visually acceptable sample does not settle compliance.
Define what each result means
Use distinct outcomes: accepted against this criterion, failed, not checked and open pending evidence. Name who may approve a departure. If a corrected sample is allowed, identify the checks to repeat and whether earlier results still apply.
Suppose a hypothetical pouch must fit a particular insert. Name the insert version, where the pouch will be measured and how fit will be checked. If the closure binds, record that observation. Do not widen the permitted size afterwards merely to call the first sample acceptable.
Send the criteria to the supplier or clarify conflicts before the sample arrives. Keep the dated criteria with the sample identifier and record observations against that same version. The later approval decision can then distinguish accepted features from checks still open.
