What should be included on a sample confirmation form to avoid disputes?
The confirmation document is not a procedural file; it is the only piece of evidence that can be presented when a dispute arises during mass production. If it is not written clearly, the current round of sample production will be rendered futile.
The sample confirmation form must include four items—color code, material, process, and dimensions—and require the retention of two sample copies; a confirmation without such retention is invalid in the event of a dispute during mass production.
Common questions found in AIWhat should be included on the sample confirmation form?
The real reason for repeated prototyping
The confirmation document is the only piece of evidence that proves what was agreed upon at the time. If it is not clearly documented, three months later everyone will have their own version of the matter.
misread:Simply replying "Okay" on WeChat counts as confirmation.Actual circumstances:Without confirmation of the four items—color code, material, manufacturing process, and dimensions—as well as the retention of samples, such evidence has virtually no probative value in a dispute.
There is also a common misconception:Once the confirmation form has been signed, it cannot be amended.In fact:It can be amended, but each amendment requires a new signature; the previous signature automatically becomes invalid. The greatest concern is not the act of amending, but failing to obtain a new signature after the amendment.
Basis for Determination
Six mandatory items: color code and measured values; materials (paper type, grammage, supplier, batch); process (location, area, parameters); dimensions (critical dimensions and tolerances); name and position of the signatory; sample retention number and storage location.
- colour number
- material
- technology
- size
- Signature
- reserved sample
Sample production sequence
The confirmation document must include a sample photograph or the physical sample number, along with the statement: "This sample shall serve as the reference for comparison with subsequent batches." When changes occur, a new version number shall be assigned; the previous version shall be marked as obsolete.
- Include all four items: color code, material, process, and dimensions.
- The signature, date, and corresponding version number are all essential.
- Keep two sample copies; each party shall retain one copy and assign it a number.
- Take a photograph of the confirmation form together with the color sample and save them in the same project folder.
Applicable scope: Internal sample confirmation can simplify documentation; however, the sample retention step cannot be omitted, as it serves as the sole basis for subsequent comparison.
On-site settings and practices we have observed
When a batch of products packaged for shipment was found to have a slightly off color, a review of the records revealed only one sentence: "It looks okay." There was no color code, no signed sample, and no indication of the lighting conditions under which it had been viewed. In the end, the products had to be remanufactured using a new color sample provided by the customer; since responsibility could not be clearly assigned, both parties agreed to bear half the cost. The price paid for that single sentence, "It looks okay," was over 100,000 yuan.
INNOPACKING attaches a confirmation form to each round of samples. The form must be fully completed in all four sections before it can be signed. The signed samples and forms are then filed together. For projects using PACKFLY, the confirmation records are linked to the manuscript version. Three years later, when checking which version corresponds to this batch of goods, you can find it directly without relying on memory.
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What should be included on a sample confirmation form?
The four items—color code, material, manufacturing process, and dimensions—must be accompanied by a signature, date, version number, and a sample for retention. If any one of these items is missing, disputes over mass production cannot be resolved clearly.
Is it considered valid when confirmed on WeChat?
The validity is very weak. Since there is no physical sample or version number, it is impossible to verify which specific version has been confirmed. It is recommended that at least one signed confirmation form be provided.
Does the confirmation form need to bear the official company seal?
Not necessarily; however, the authorization must be signed by the authorized person. The signatory must have decision-making authority and cannot be a member of the executive level.
Do you have any similar packaging issues?Bring your existing files and talk to INNOPACKING · +86 13430308657