An approval sample, also known as golden sample, is the result of the sample approval process. The sample approval process works as follows: the supplier sends the pre-production sample to the buyer. The buyer checks the sample and either approves or rejects it. When the sample is approved, the supplier starts producing the goods.
"Defining a Golden Sample is the go-ahead signal for production"
Note: the approval sample can be a production sample. However, depending on the product type, the buyer should rather approve the sample before the beginning of the production than after.
The approval sample is complementary to all the specifications already detailed in the purchase order. It allows inspectors to compare the quality of the finished goods to the approved golden sample. Let's have a look at three specific examples:
Without an approval sample, the QC can only base his judgment on the standard procedure. It means that all the non-conformities are defects. As a consequence they are listed and classified as critical, major or minor. The product inspection's overall result will probably be "pending" or even "reject". With an approval sample, the QC judgment is based on the standard procedure and the buyer's approval sample. Non-conformities will always be mentioned in the report but may be classified as acceptable. When a buyer's tolerance is relatively large, the inspection result may change into a "pass".
Approval samples can include defects. Buyers then ask their manufacturers to "fix this" or "change that color". If that's the case, make sure to inform the QC inspector about it. A good way is to take pictures of the approval sample and make comments in the picture.
And you: what kind of other role do you believe the approval sample plays during a product inspection in China?
Photos taken by our colleague, Vidic, during a product inspection in China.