Checklist
Product sample checklist
Published by Cydney Mar. Last updated November 2026.
When a product sample arrives, check it against your written specification for measurements, materials, colour, construction, function, labels and cost, and send the factory every difference as one numbered list.
This Supplier Field Notes checklist, published by Cydney Mar, supports the Right Prototypes stage of her Concept-to-Reality Pathway: develop the right samples and cut costly rework.
What should I check when a product sample arrives?
Check the sample against your specification, not against your memory or your hopes for it. Work through the seven areas below with the tech pack or spec sheet open, take photos and measurements, and record every difference before you contact the factory.
- Measurements
- Every dimension against your spec, within the tolerance you set.
- Materials
- Fabric, components and finishes match what you specified, by name or swatch.
- Colour
- Compared in daylight against your approved standard, not a screen.
- Construction
- Seams, joins, closures and stress points are as specified and feel durable.
- Function
- It does the job in real use: worn, washed, filled, carried, opened.
- Labels and packaging
- Brand labels, care or ingredient labels, barcodes and packaging are correct.
- Cost check
- Any change requested still fits your target landed cost and margin.
The sample stages, from prototype to production
Names vary by industry and factory, but most consumer products move through stages like these. Ask each factory what it calls each round so you are speaking the same language.
| Stage | Purpose | Materials | Who approves |
|---|---|---|---|
| Prototype | Proves the idea and basic form | Often substitute materials | You |
| Development or fit sample | Corrects size, fit, function and construction | Closer to final | You, plus testers |
| Sales or photo sample | Used for photography, buyers and pre-orders | Final look | You |
| Pre-production sample | Sets the exact standard for the order | Final materials and methods | You, in writing |
| Top of production | Confirms the first finished units match | Production run | You or an inspector |
How to give a factory sample feedback
- Number every issue, one issue per line.
- Give the measurement or reference you expected and what you received.
- Attach a photo with the problem area marked.
- Say clearly what is approved, so it does not change in the next round.
- Ask the factory to confirm each fix and the date for the next sample.
- Update your tech pack so the fix becomes part of the specification.
A ready-to-use version is in the sample feedback template. Most sample problems trace back to a gap in the original specification, which is why the garment tech pack guide matters so much.
Common questions
- How many samples should I expect before production?
- Most products go through several rounds of samples, commonly a first prototype, one or more revised samples, and a pre-production sample that you approve before the order runs. The number of rounds depends mostly on how complete your specification is at the start. A clear tech pack and written feedback on every round are the most reliable ways to reduce rounds.
- Do factories charge for samples?
- Many factories charge for samples, especially custom samples made to your specification, and some credit the sample fee against your first production order. Policies vary by factory and category, so ask for the sample cost, shipping cost and timing in writing before you approve. Paying for good samples is usually far cheaper than discovering a problem in a full production run.
- What is a pre-production sample?
- A pre-production sample is made with the final materials, trims and methods the factory will use for your order, and it is the standard you approve before production begins. Keep a signed or sealed copy of it. If the finished goods do not match the approved sample, that sample is your evidence when you raise the issue with the factory.
- What should I do if my sample comes back wrong?
- Write down every difference between the sample and your specification, with photos and measurements, and send it to the factory as one clear, numbered list. Ask them to confirm each fix and the timing for the next sample. Most sample problems trace back to a gap in the original specification, so update your tech pack at the same time.
- Do I need a tech pack before contacting a factory?
- You can contact factories before a tech pack is finished, but you will get far more accurate quotes and samples with one. Without a tech pack, factories fill the gaps with their own assumptions, which often leads to rework. Even a simple first version with sketches, measurements and materials makes quotes comparable across suppliers and shortens the sample process.
- What if production quality is worse than the approved sample?
- Compare the goods against your approved pre-production sample and written quality standards, document the defects with photos and counts, and raise them with the factory, ideally before paying the balance. Many founders arrange a pre-shipment inspection for exactly this reason. Agree in writing in advance how defects will be handled, whether by rework, replacement or credit.
Want an experienced guide for your product?
Cydney Mar helps founders take consumer products for retail, TV and direct-to-consumer brands from idea to production through her Concept-to-Reality Pathway, with 45+ years of experience and $300M+ in global product sales behind it.
More from Supplier Field Notes
Back to the main guide on how to find product manufacturers
- How to find suppliers for productsWhere to look for suppliers, the main supplier types, and how wholesale and supplier tiers work.
- Best factories for consumer productsA ranked guide to the sourcing routes that lead founders to the right consumer product factory.
- Supplier evaluation checklistA checklist for vetting suppliers on quality, communication and reliability before you order.
- Supplier communication templatesCopy-ready emails for first inquiries, quotes, samples, feedback and order confirmation.
- Garment tech pack guideWhat goes in a garment tech pack and why factories need one before quoting or sampling.
- Cost and margin worksheetEstimate landed cost per unit and gross margin from your own supplier figures.
- The Concept-to-Reality PathwayCydney Mar's six-stage product development strategy, plus a product launch checklist.
- Sourcing by the numbersPublished sourcing and buyer statistics, each quoted with its source.