What to send for quotation
When sample review is required, define the scope before placing the sample order. This checklist helps record an agreed review; it is not a certification, a universal first-article procedure or an engineering approval.
1. Agree the sample scope
Identify the drawing revision, sample quantity, intended checks and required records. Confirm sample pricing, any tooling/setup terms and timing in the quotation. State whether the sample must represent the proposed production route and finished condition; do not assume it does.
2. Define acceptance before inspection
List drawing characteristics, material/finish requirements, specified tests, methods and documents. Identify the responsible reviewer and any required mating-part or assembly checks. A visual comparison alone should not replace agreed dimensional or material acceptance.
3. Record results and deviations
Link the sample identification and report to the drawing revision. Record results against the agreed criteria and list deviations explicitly. Define whether a deviation needs rework, a new sample or written acceptance; silence is not a substitute for recorded approval.
4. Confirm what approval authorizes
State which part and revision are accepted, any conditions and the approved order scope. Close unresolved requirements before the agreed batch release. Preserve the inspection plan for production; sample approval does not automatically accept every later batch.
5. Control changes and shipment records
Review changes to drawing, material, finish or the agreed process before applying them. Confirm whether renewed sample review is required. Keep batch inspection, lot labels, packing and required shipment documents linked to the order.
Quotation information checklist
These fields describe order inputs, not a stock table or engineered acceptance criteria.
| Requirement | Information to provide |
|---|---|
| Sample order | Part/revision, quantity, cost, timing and agreed production relevance |
| Review plan | Characteristics, methods, documents and responsible reviewer |
| Results | Sample identity, measurements, supporting records and deviations |
| Disposition | Acceptance/rejection/conditions, authorization and revision covered |
| Batch release | Closed questions, order scope and production inspection plan |
| Changes / shipment | Re-review triggers, lot identity, packing and order documents |
Example enquiry brief
Replace the bracketed fields with approved requirements and flag any unresolved item.
Sample order: [part/revision and quantity]; scope: [checks and records]; reviewer: [responsible person]; results/deviations: [record references]; disposition: [accepted/rejected/conditional]; approval covers: [revision and order scope]; batch inspection/packing: [requirements]; outstanding actions and release authorization: [list].
MOQ, production timing, material availability, finish and inspection scope are confirmed for the final specification. Product images illustrate appearance only; they do not establish dimensions, approvals or load ratings.