Sample Stage Approval Matrix: Who Signs What and When
Sample Stage Approval Matrix: Who Signs What and When. Sourcing, production and quality teams
Sample Stage Approval Matrix: Who Signs What and When answers practical questions for sourcing, production and quality teams about fit, size-set, wear and PP gates, approvers, deviations and bulk release, and links the brief, evidence file and approved production specification.
Fit, size set, wear and pre-production stages
Sample approval is a sequence, not one event. Separate fit, size set, wear test, pre-production sample and bulk release so an open measurement or material issue cannot hide inside a general sign-off.
Evidence and approver for each gate
For each gate, define the evidence, approver and deadline. A photo can support a fit comment, but it cannot confirm stretch recovery, seam strength or measured dimensions.
What cannot be approved from photos
Do not approve what cannot be verified from the submission. If the sample is missing measurements, colour standard, BOM or test status, keep the gate open and request the missing evidence.
Deviation and re-sample decisions
Record deviations and the reason for a re-sample. The next sample should show the corrected specification and identify which earlier approvals remain valid.
Release to bulk
Release to bulk only when the approved sample, BOM, artwork, size set and open-risk list are linked. A conditional release must name the condition and the person who accepts it.
Decision register
| Stage | What to record | Minimum evidence | Dependency |
|---|---|---|---|
| Fit, size set, wear and pre-production stages | Decision, reference and version | approved brief and scope note | test records and sample identity, development parameters and approvals, production, inspection and traceability records |
| Evidence and approver for each gate | Decision, reference and version | dated specification, BOM or official-source note | test records and sample identity, development parameters and approvals, production, inspection and traceability records |
| What cannot be approved from photos | Decision, reference and version | sample, test or registration record for the named reference | test records and sample identity, development parameters and approvals, production, inspection and traceability records |
| Deviation and re-sample decisions | Decision, reference and version | named approval, exception and change log | test records and sample identity, development parameters and approvals, production, inspection and traceability records |
| Release to bulk | Decision, reference and version | RFQ or production-release pack for the next stage | test records and sample identity, development parameters and approvals, production, inspection and traceability records |
Project file to assemble
- Buyer focus: Sourcing, production and quality teams.
- Page scope: fit, size-set, wear and PP gates, approvers, deviations and bulk release.
- Evidence to assemble: for fit, size-set, wear and PP gates, approvers, deviations and bulk release, approved brief and scope note; dated specification, BOM or official-source note; sample, test or registration record for the named reference; named approval, exception and change log; RFQ or production-release pack for the next stage.
- External dependencies: test records and sample identity, development parameters and approvals, production, inspection and traceability records.
- Next step: send a dated brief covering fit, size-set, wear and PP gates, approvers, deviations and bulk release, the destination market and available documents for a feasibility review.
Buyer questions
What must “Fit, size set, wear and pre-production stages” record?
For fit, size-set, wear and PP gates, approvers, deviations and bulk release: Record the reference and version, the decision, the owner, the date, the evidence accepted and the next milestone. Link it to the approved sample, BOM or artwork rather than a chat thread.
How should “Evidence and approver for each gate” be handled when information is missing?
For fit, size-set, wear and PP gates, approvers, deviations and bulk release: Keep the item open and state what evidence is missing. Do not let a provisional answer become an approved production instruction without a new version.
What changes require a new release?
For fit, size-set, wear and PP gates, approvers, deviations and bulk release: A change to material, supplier, BOM, measurement, colour, label, carton, test result or delivery term should trigger a new version and a defined cut-off.
Related routes
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Editorial review: 8 November 2026. This page describes a procurement method and does not replace legal, tax or regulatory advice.
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