Sample dispatch needs a traceable handover from the development record to the buyer’s review desk, including what was sent, why it was sent, and how it should be checked. A buyer gets a clearer result when this decision is recorded before sampling instead of being left to an informal message or a visual reference alone.
This guide is a practical planning aid, not a substitute for the accepted quotation, approved sample, or written project specification. ZM Exports works from buyer-approved inputs; final materials, methods, quantities, prices, lead times, and delivery requirements remain project-specific.
Key takeaways
- List every style and revision sent.
- State the sample purpose and known deviations.
- Check condition and identity on receipt.
- Link feedback to the received sample.
1. Define the decision before requesting work
Sample dispatch needs a traceable handover from the development record to the buyer’s review desk, including what was sent, why it was sent, and how it should be checked. Start by identifying what is fixed, what is still being compared, and who can approve the decision. A concise written brief prevents a sample from answering the wrong question.
Give the style or project a revision name and date. Keep images, comments, measurements, and files connected to that same revision so an older idea is not accidentally treated as the current instruction.
2. Supply inputs that can be checked
Include a sample list with style code, size, colourway, sample stage, revision, contents, known deviations, packing list, courier reference, and the latest review document. Photograph the packed and labelled sample where this helps identify its condition.
Where a visual direction is important, identify the reference, the feature to copy or avoid, and the acceptable range. A photograph alone rarely defines construction, material behaviour, scale, colour, or finish well enough for production use.
3. Use the sample to answer the right questions
On receipt, check the count, style identity, revision, visible condition, measurements where required, labels, components, and whether the sample arrived with the documents needed for a useful review.
Record comments against the actual sample or proof version. State whether a comment changes fit, material, construction, decoration, packing, or only a presentation detail, then issue the next revision in writing.
4. Release the approved direction with control
Record receipt and route the sample to the correct approver. Keep the courier reference, dispatch list, and review outcome with the sample revision so later comments can be traced to the exact item received.
Any change to the approved input can affect the result. Re-open the affected review when the material, component, artwork, size range, quantity split, destination, packaging, or production method changes.