What Is A Golden Sample? What is the 3 Sample Approval Process?

Why Do Importers Need a Golden Sample for Manufacturing?

Imagine an importer of promotional t-shirts sourcing from a supplier overseas like in China. Your shipment arrives, and you pick one of the t-shirts to inspect. As you check the quality, you are shocked to realize that the wrong color was used when sewing the logo on the t-shirt.

Before placing the order with the manufacturer, you had issued specifications with a clear logo and instructed them that everything should meet the requirements. Knowing that the products won’t be good for branding, your only choice is to reject the product and ask for a refund or a new shipment.

Considering the cost of shipment, shipping back the products isn’t an option. The seller might be reluctant to begin production again, which results in delays.

To avoid such a scenario, an important step you should take is to have a golden sample. Having a perfect example before mass production of your order is essential. Leaving out the golden sample creates too much room for poor quality and error.

What is an Approval Sample or Golden Sample?

What is golden sample or approval sample

A golden sample, also known as the approval sample, is a perfect sample sent to the importer by the supplier before producing items on a large scale. The sample provides a gold standard or template that will be used to determine the quality of other products during quality control.

It is called the approval sample because you need to approve it before the production begins. This way, you get to ensure that the manufacturer can supply you with what you’ve ordered reliably. Approving the sample implies giving the manufacturer the go-ahead with the production.

Stages of Golden Sample Approval Process

The golden sample approval process is a critical step in ensuring that the products produced by the manufacturer meet quality standards. This process involves three stages:

Stage 1: The manufacturer sends you the approval sample.

Stage 2: You examine the sample and decide whether to reject or approve it.

Stage 3: If you approve the sample, the manufacturer can start mass production.

However, the golden sample is just one part of quality control measures. There are other important measures that need to be taken to ensure that quality products are delivered:

Product specifications:

The product specifications document outlines the standard specifications and requirements for the product.

Conducting third-party inspections:

Third-party inspections involve bringing in an independent organization to conduct an inspection of the product and ensure that it meets the required standards.

Prepare Product Specifications for manufacturing

Product specification is crucial when dealing with a manufacturer. It involves describing key details of your order in an official document. This way, a manufacturer will be held accountable if he does not meet the requirements.

Most cheap manufacturers sometimes focus on short-term gains and end up delivering substandard goods. Some of them use inferior materials after earning your trust with the first, second, or third order. Noticing a small change in product quality can be hard until you are hit with several customer returns.

Here are some of the things covered in the specifications:

  • Size
  • Volume
  • Measurements
  • Shape
  • Materials
  • Components
  • Printing Details
  • Colors

Hire Third-Party Quality Inspections

Imagine having the approval sample, and you delivered detailed specifications only to receive poor-quality goods. Quite disappointing.

The only way you can be sure that the products meet your standards before they are delivered is by performing an inspection at the manufacturer’s premises. To cut the costs of traveling and to have the inspections done professionally, using the services of a third-party inspection company is a great idea.

Once the production is complete, the product inspection agency will send a representative to the factory to perform a pre-shipment inspection. The role of the inspector is to check the products against the golden sample and product specifications to ensure that they meet all the requirements.

They represent you, and if some of the products have issues, then you can discuss them with the supplier and have the problems rectified. If the order meets all your requirements, then you can accept the shipment.

By using these three measures, approval sample, product specifications, and a 3rd party inspection, you will minimize errors and increase the chances of receiving quality goods.

Related: Product Inspection Standard

If you are interested: Should You Do Product Testing Before or After Production Kicks Off?

Author: AQI Service as a professional quality control service company in China specialized in providing a complete range of quality inspection and testing certification services in China & Asia for global importers, buyers, retailers, and sellers.

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