The sample is the single most important checkpoint in a private-label project. This checklist shows what to look at, in what order, and how to record your decision so production and inspection can both work from the same reference.
Why does sample approval matter so much?
Once a sample is approved, production is made to match it. Approving too quickly is the most common source of later disputes, so review the sample against your specification, not against your memory. At NovoStitches a paid sample is approved by the buyer before any bulk production, which means the approval is your decision and your protection. Take the time to make it a good one.
How should I prepare before the sample arrives?
Gather your tech pack, measurement chart, material references and any reference garment. Choose a place with good daylight and a flat table. If you plan to use a fit model, arrange the time in advance. Decide who on your side has the final say, so comments do not arrive from five directions at once. For help building the specification you are checking against, see how to prepare a tech pack.
What should I check for fit and measurements?
- Measure key points against the measurement chart
- Try the sample on a fit model if possible
- Check the sample across sizes if a size set was made
Measure the sample laid flat and write the numbers next to your targets. Then wear it. A garment can match every measurement and still feel wrong when moved in, so sit, bend, reach and walk. For bags and small goods, load them with realistic contents and carry them as a customer would.
What should I check for materials and finish?
- Fabric or leather matches the specification
- Colour and wash match the approved reference under daylight
- Hand feel matches what you asked for
Look at colour by a window, not only under indoor light. For denim, compare the weight and stretch with your target using the denim fabric weight guide as a reference. For leather, check the grain, colour and surface against your chosen type; the note on full-grain and top-grain leather may help. Remember that wash and finish look different on different fabrics, so judge them on the actual sample, not on a photo.
What should I check for construction and details?
- Stitching is even, secure and correctly placed
- Seams, edges and reinforcements are finished properly
- Pockets, closures and linings work as intended
Pull gently on seams, look at the inside of the product as well as the outside, and check corners and stress points such as pocket openings, belt loops, strap joins and zipper ends. Open and close every closure many times. Put your hand into every pocket. Small faults at this stage are easy to fix; the same faults across a full order are not.
What should I check on hardware, labels and packaging?
- Buttons, rivets, zippers and buckles match the specification and work smoothly
- Labels and patches are correct and correctly placed
- Packaging and hang tags match the brief
Compare each item with your list: size, finish and position. Check spelling and care information on labels. If your own labels and packaging were included, look at them as a customer opening the product for the first time would.
How do I record my decision?
Write down what was approved and what must change, and keep photographs. Approve in writing so production and inspection can refer to the same reference. A simple table in an email works well, with each point marked as approved, change needed, or question. If changes are needed, ask for a revised sample rather than approving with a promise to fix it later.
What if the sample is not right?
That is normal and it is the reason samples exist. Describe each problem clearly, with a photo and a measurement where relevant, and say what you want instead. Revisions are made before approval. Try to send all comments together rather than in pieces, so each round is as productive as possible. Read more about how this stage works on our sampling process page.
What are the most common sample approval mistakes?
- Approving to meet a launch date and hoping to fix issues later.
- Checking only the front of the product.
- Judging colour on a screen or under poor light.
- Skipping a wear or carry test.
- Giving verbal approval without a written record.
What happens after approval?
Production proceeds against the approved sample, with checks during production. Finished goods are inspected against that same sample and specification, and QC photos and video are shared before shipping. Our quality control page explains this stage, and how a private label order works shows where approval sits in the whole journey.
Can I use this checklist for my own team?
Yes. Copy the headings into a document, add your own measurements, and give each reviewer a section. A shared checklist stops details being missed when several people look at one sample.
How do I handle several rounds of samples?
Keep a numbered log of every round. For each one, record the date received, the changes requested, the changes made and the remaining points. Label each sample physically with its round number so nothing gets mixed up when two versions sit on the same table. Compare each new round with the previous one as well as with the specification. If a point has been raised twice without a fix, say so plainly and ask for an explanation. A tidy log makes the final approval fast, because everyone can see that every earlier comment was closed.
Ready to start your sample?
Send your sketch, tech pack or reference sample and we will plan the first sample with you. Request a quote to begin. It is free to request and there is no obligation.
Starting a new style? Build your brief first with our free jeans tech pack template.