Sample Approval refers to the act by which the buyer, after inspecting and testing the samples provided by the seller, formally approves in writing or by email that the samples meet its requirements for quality, specifications, packaging, etc. It is a key milestone in the execution of foreign trade orders, usually occurring before mass production. The approved sample is called an 'Approval Sample' and serves as the quality standard and inspection basis for subsequent bulk production. Use cases include: new customer development, new product launch, order changes, or quality disputes. Precautions: 1) Approval samples should be made in multiple copies, with each party holding one, and sealed samples if necessary; 2) The approval letter must specify the sample number, version, approval date, and validity period; 3) If the sample is modified, it should be re-approved and the version updated; 4) Avoid verbal approval to prevent disputes. It differs from 'Sample Delivery', which only refers to the logistics action and does not involve approval; and from 'Pre-Production Sample', which is a sample made with bulk materials before formal production and still requires buyer approval.
📝 Examples
1. Please arrange sample approval as soon as possible so that we can place the bulk production order. (Used to urge the buyer to complete sample approval before the order.)
2. The buyer has approved the 3rd version of the sample by email and attached a signed approval letter. (Used to indicate that the buyer has formally approved the sample, which can serve as the basis for production.)
💡 Foreign Trade Tips
Foreign trade terms are the foundation of international business communication
Trade practices may vary slightly by country; pay attention when using them
When using terms in contracts, specify the applicable version (e.g., Incoterms 2020)
For unfamiliar terms, use GlobalSync's multilingual email helper to confirm with your partner