Use one decision record for fit, appearance, function and outstanding actions.
Agree the checks before the sample arrives
A sample review is more useful when the team already knows what it needs to answer. List the fit, appearance and functional checks, together with the agreed methods and acceptance criteria. Identify which requirements need a measurement or test and which require a visual comparison. Do not substitute a casual visual review for a test that the application requires.
Identify the exact sample
Record the sample ID, part number, drawing revision, material and finish reference. Keep the packaging or label information that connects the physical item to the project. When several variations arrive together, review them individually. Photos should show the sample identity as well as the feature being discussed.
Separate observations from decisions
Write down what was observed, then record the decision: approved, approved with a stated exception, or requiring another sample. Avoid vague comments such as better quality needed. Identify the feature, the reference and the expected change. If a result is disputed, agree how it will be checked again and who will review the evidence.
Control changes after approval
Keep the approved sample and specification linked. If a change is made later, state which earlier approvals are affected and whether another review is needed. Approval for appearance does not automatically approve a new material or construction. A concise decision log helps both parties understand exactly what is ready for the next stage.
Use a decision table
For each characteristic, record the requirement, review method, observation, decision and owner of any follow-up. Separate dimensional fit, appearance, closure function, marking and packaging. A single note saying sample OK loses the reasoning that the next team needs.
Resolve conditional approval
If a sample is accepted with changes, identify each change and decide whether it requires another sample, a drawing update or a documented production check. Do not leave a photograph with handwritten circles as the only manufacturing instruction. The released package should show which exceptions are closed and which still prevent an order from moving forward.
Preserve the approved baseline
Give the sample a reference number and record its component versions. Store the approved files together, remove obsolete files from the active release folder and identify who can authorize changes. If multiple people review appearance and function, collect their decisions into one approval record rather than treating separate emails as competing instructions.