PROCUREMENT GUIDE · SAMPLE TO APPROVAL
How to Approve a Ceiling Fan Sample
Approve a ceiling fan sample as a defined configuration, not just an appearance. This guide helps importers and brand buyers record the model, version, functions, packaging and unresolved issues, then carry that approved reference into production. Use the existing sample record with the worked example below.
IN THIS GUIDE
Use the sample approval and repeat-order record ↓State what this sample is intended to prove
A sample may be supplied to review appearance, explore a function or confirm a proposed production configuration. Record its purpose before testing it. If the finish or control system is temporary, list that limitation so nobody treats it as a fully approved reference.
Give the sample an identifier and connect it to the specification, drawings and artwork versions being reviewed. Where several people assess it, keep their observations against the same reference. Photographs help record visible details, but they do not replace the measurements and functional checks required by your brief.
- Identify the sample, model, received date and intended approval scope.
- List the specification, component, artwork and packaging references supplied.
- Record temporary parts or features that are outside this review.
- Agree which open items must be closed before the next project stage.
Record observations against requirements
Use the same requirements that were supplied for the quotation. For appearance, record the finish reference and agreed viewing conditions. For function, list the required speed, lighting and control behaviours individually. For installation-related details, refer to the proposed mounting arrangement and the model's documentation.
Do not mark a field passed merely because the sample switches on. Where measured performance or a test report is required, record the value or document reference and the applicable configuration. Keep document review, physical observation and measured testing distinguishable.
| Review area | Record | Evidence to attach |
|---|---|---|
| Identity and configuration | Model, sample ID and revision | Specification and component references. |
| Appearance and dimensions | Observed result against the requirement | Dated photos and measurements. |
| Motor, lighting and controls | Each requested function and result | Function checklist and relevant test records. |
| Documents and packaging | Matched versions and missing items | Artwork, manuals, packing list and reports. |
| Approval decision | Approved scope and unresolved conditions | Named decision owner, date and revision. |
Worked example: close one issue before approval
This is a fictional record example, not a completed customer project. Imagine that the brief requires the light setting to be retained after a specified power interruption, but the received sample behaves differently. Describe the requirement, how it was checked and what was observed. Do not simply write remote problem.
Keep the initial result when a revised sample arrives. Add a new check linked to the replacement controller or configuration revision. This creates a readable history of why the new version was accepted and which version should be used for the next stage.
| Record stage | Illustrative entry |
|---|---|
| Requirement | Light-setting memory behaviour as specified in brief revision 02. |
| Observation | Sample S01 did not retain the setting under the recorded check conditions. |
| Action | Supplier to clarify the function and propose a revised configuration. |
| Recheck | Sample S02 checked against the same documented requirement; result to be recorded. |
| Decision | Approval remains open until the recheck and required documents are completed. |
A replacement sample or verbal explanation does not automatically close the original issue.
Carry the approved reference into the order
The approval record should state what is approved, who made the decision and which documents define that configuration. Retain the reference sample where practical and agree how the factory and any inspection provider will access the relevant comparison material.
If appearance is accepted but packaging remains open, record that as a limited decision; do not issue an unqualified production approval. Before the agreed production stage, resolve the required open items and check that the purchase documents reference the final approved version.
When a component or artwork changes later, evaluate the effect and update the record. The useful outcome of sampling is a traceable specification that can be checked again—not a one-time yes in a message thread.
BUYING GUIDES
Use the sample approval and repeat-order record
The existing eight-part record covers identity, appearance, functions, documents, packaging, issues, approval and repeat orders. Complete it using the method above.
- Sample identity and purpose
- Referenced specification and artwork revisions
- Required checks and actual observations
- Open issues, corrective actions and rechecks
- Approval scope, decision owner and date
- Production reference and later changes
Sources and review
External references explain the cited principle. They do not certify or test ECO products. The checklists are planning tools; agree the requirements for your model and order.
FAQ
Questions about sample approval
Keep the sample, requirements and approval record aligned.
Is a good-looking sample enough to approve production?
No. Review the configuration, required functions, documents and packaging within the agreed approval scope, and record any unresolved items.
Can appearance and function be approved separately?
Yes, if the record clearly limits each decision. A partial approval should not be mistaken for approval of all production requirements.
Should I keep failed observations after a revision?
Yes. Retain the original issue and link the corrective action and recheck to the revised sample. That explains the final decision.
Does a photograph replace a reference sample?
A photograph records visible information, but cannot represent every dimension, function or performance characteristic. Agree the reference material needed for each check.
What should happen if a component changes after approval?
Record the proposed change, assess the affected functions and documents, and agree any additional checks before using the revised configuration.
Plan the sample you need to evaluate
Share the selected model, destination, required changes and the checks you want to complete. Use a dated record to keep the discussion and sample revision aligned.
Discuss a sample brief