Supplier Sample Request and Approval Process

Confirm whether pre-production or spec sample is required and clarify requirements with customer

Send detailed written request to supplier including job details, artwork specifications, and decoration requirements

Confirm sample delivery timeline and costs with supplier, including refund terms for sample charges

Process the sample request through procurement workflow and track progress

Review received sample against specifications and quality standards

Present sample to customer for approval and document feedback or changes required

Record final approval status and update job records with sample outcomes

Sample requests often lack critical details leading to incorrect samples and delays

No clear process for tracking sample costs and refund terms with suppliers

Customer approval feedback gets lost between teams causing production delays