How buyers and exporters should run sample approval: proto, fit, pre-production and bulk gates that prevent quality disputes.
Most quality disputes start with unclear sampling. A photo is not a specification. A structured sample process protects both the buyer and the exporter when bulk production begins.
Stage 1 — Proto or development sample
Used to evaluate design, material and basic construction. Feedback should be written, not only verbal.
Stage 2 — Fit / size / functional sample
Confirm dimensions, performance and user requirements. Update drawings or tech packs if changes are agreed.
Stage 3 — Pre-production sample (PPS)
Made with bulk materials and processes. This is the reference for mass production. Both parties should keep photos and measurement records.
Stage 4 — Bulk production against approved sample
Define tolerances. Agree what happens if bulk fails the approved sample: rework, discount or rejection.
Commercial tips
- State who pays sample and courier costs
- Link sample approval to production start date
- Keep version control on tech packs
- For regulated products, align tests with destination rules
Related reading: sourcing from India and common trade mistakes.
FAQ
Can bulk start without PPS approval?
It can, but risk rises sharply. For custom or branded goods, PPS approval is strongly recommended.
How many sample rounds are normal?
It depends on complexity. Define a maximum number of revision rounds in the development quote when possible.