Define what is being approved
Approval should identify a sample, specification version, materials, sizes, artwork, and finish. If a sample has an agreed exception, note it clearly. Keep photographs and measurements with the approval record. This makes it easier to distinguish an agreed product characteristic from a manufacturing difference reported later.
Agree on the applicable terms
Ask which quality terms apply to the proposed order and have them recorded with the quotation or agreement. Quality commitments are agreed for the particular product and order. The appropriate response depends on the order terms and the issue being reviewed. Clarify those expectations before committing.
Report a concern with useful evidence
Provide your order reference, affected style and size, quantity involved, photographs, and measurements where relevant. Describe the difference from the approved reference. Retain the goods and packing information while the issue is reviewed. If the concern relates to transport damage or missing cartons, include shipment and receiving records as well.
Learn from the review
A clear review identifies both an immediate response and any specification or process change needed for future orders. Avoid making unapproved alterations or arranging returns before the next step is agreed. Keep correspondence with the order history. This page explains our approach to discussing quality; the written agreement for your order determines its particular commitments.
Your project checklist
- Written quality terms
- Approved product reference
- Issue and quantity description
- Photographs and measurements
- Agreed next step