Approving a sewn trim sample before a bulk order

Separate selection from approval

A buyer may like a photograph before the sewing team has evaluated the product. Give the sample a clear status: shortlisted, received, sewn trial, approved or awaiting clarification. Record the catalogue reference and exact variant at each step. This prevents a positive comment about a colour or motif being mistaken for permission to supply the full bulk quantity.

Build the trial with real components

Use the intended cloth, lining, placement and attachment method. Photograph the face, reverse and any join or corner. Check the dimensions that matter after sewing, then try the relevant movement on the garment. If care or performance requirements apply, agree an appropriate separate test with the responsible parties; a neat sewn sample alone does not establish those properties.

Record decisions and open points

Write what was accepted, what needs change and who must confirm the answer. An approval can apply to appearance while composition or packing remains unresolved; make that limit explicit. Keep a dated image and a retained physical sample where possible. If the construction changes, version the record instead of silently replacing the previous sample photograph with a new one.

Link the approval to the quotation

Send the approved sample reference with the selected quantity, unit and destination. Ask the supplier to identify which offered variant corresponds to it and confirm any remaining commercial conditions. Keep the approval record accessible to purchasing, receiving and sewing staff. When a different variant or later batch is proposed, decide whether another comparison is needed before treating the old approval as applicable.

• Sample status and exact reference/variant.
• Sewn dimensions, movement and construction photos.
• Approval scope, open questions and version date.