Requesting and Approving Vietnam Supplier Samples

Choose what the sample needs to show

Ask the supplier what “stock,” “custom,” “reference” or “pre-production” means in its offer. A stock sample may illustrate an existing product; a custom sample may address your requested changes. Neither label explains which materials, finish, construction or production process it represents. Record those details and any known differences from the proposed order.

Write a comparable sample request

Choose the sample quantity around the evaluation: which variants must be compared, who needs a physical reference, and whether a separately scoped test requires additional pieces. There is no useful universal sample count. Give each shortlisted supplier the same evaluation brief, or record why the requests differ.

Before paying, ask for an itemized sample offer: preparation charges, packaging, delivery, included revisions, and any proposed credit against an order. Confirm the start trigger and estimated completion separately from delivery. A WHO Vietnam RFQ illustrates explicitly requesting specification deviations; apply that clarity to the sample offer.

Prepare the underlying sourcing brief

WHO Vietnam RFQ: specification deviations

Review against buyer-approved requirements

Review against requirements the buyer has actually defined. Mark each item accepted, revision needed or not evaluated. Keep appearance and usability observations separate from technical findings. SGS describes technical audits involving qualified specialists and assessment of processes; a buyer sample checklist does not perform that work.

• Confirm sample identity, quantity and specification revision.
• Record materials, finish, dimensions or features against buyer-set criteria.
• Identify any tests or specialist review still needed and who will arrange them.

SGS: the separate scope of technical audits

Review product and packaging together

Identify the packaging revision alongside the product revision. Review presentation, visible print content, item count, fit and the intended packing sequence. Note which packaging is final and which is temporary. If transport performance, safety or destination requirements need specialist assessment, record that as an unresolved task rather than treating visual approval as certification.

Record the approved reference and unresolved limits

An approved reference, sometimes called a “golden sample,” needs an identifiable version. State whether approval covers the whole sample or only named features. Resolve remaining differences, substitutions and packaging decisions before treating it as the production reference. Approval of one sample is not a guarantee about bulk goods.

Place approval in the project timeline

Send unambiguous revision feedback

Send one issue per line, with the current sample ID, a marked reference, the requested change and the decision owner. Distinguish a correction to the agreed brief from a new requirement. Ask the supplier to acknowledge the new version and identify cost or timing effects. Mark earlier instructions superseded so both parties can find the current request.

Respond when a sample misses the brief

First locate the mismatch: an unclear requirement, an unapproved alternative, or a difference from the written brief. Ask what can be changed and what remains uncertain. Decide whether another revision would answer a specific question, whether the brief needs refinement, or whether to reconsider the supplier. Avoid paying for another sample without a defined purpose.

Record and escalate differences in bulk goods

If bulk goods appear different, preserve the relevant sample reference, order version, dated observations and permitted photos. State which goods were observed and which remain unexamined. Request an explanation and a proposed next step without assuming the cause. Consolidate conflicting instructions; use separately scoped technical or contractual review where the decision requires it.

Track production issues and change decisions

Discuss factory sourcing and sample coordination