Key takeaways
- Approve samples in stages: prototype, first article, pre-production, then the golden sample.
- A golden sample must come from production tooling, materials and processes, never from a toolroom or sampling room alone.
- Record what was approved: drawing revision, materials, colour standard, measurements and test results.
- Seal and sign at least three copies: buyer, factory and inspector.
- Re-approve when anything changes: material, tool, site, sub-supplier or colour standard.
On this page9 sections
Why sample approval decides your quality
Drawings and specifications describe most of a product, but not all of it. Colour, gloss, texture, hand-feel, sound and “looks right” are hard to write down. The golden sample carries that part of the specification physically.
Without one, every disagreement becomes a matter of memory: “it looked like this last time”. With one, the question is simple: does production match the sealed sample?
The sample sequence
Samples come in stages. Each answers a different question, and skipping one usually costs time later.
| Stage | Made from | Question it answers | Typical checks |
|---|---|---|---|
| Prototype or development sample | Soft tooling, hand work, sample room | Does the design work? | Fit, function, look |
| First article (T1 for moulds and dies) | New or changed production tooling | Can the process make a conforming part? | Every dimension on the drawing, material, function |
| Pre-production sample (PPS) | Production tooling, materials and process | Is everything ready for bulk? | Full specification, packaging, labels, tests |
| Golden sample | Approved PPS or units from the same run | What exactly is “good”? | Sealed and signed reference |
| Top-of-production (TOP) sample | First units off the bulk line | Does bulk match the golden sample? | Comparison, key measurements |
| Shipment sample | Drawn from the finished lot | What did we ship? | Retained for claims and complaints |
Automotive buyers use a formal version of this sequence, the Production Part Approval Process (PPAP). Consumer-goods buyers rarely need the full process, but the logic is the same: prove the production process, then freeze the standard.
First article inspection: measure everything once
A first article inspection (FAI) measures every characteristic on the drawing, usually on a ballooned drawing where each dimension has a number, and records the result against the tolerance. It is done on the first parts from new tooling, after tool changes and when production moves site.
Ask for three to five parts per cavity for moulded parts, because cavities differ. For critical dimensions, a short capability study on 30 or more parts tells you whether the process is centred and stable; the Cpk calculator shows what the results mean.
What to record at approval
A golden sample with no paperwork is only half an approval. Record:
- Identity: product code, drawing number and revision, factory, date, tool or mould number and cavity.
- Materials: grades, with certificates or test reports; supplier of key materials.
- Colour: the standard used (a Pantone reference, a lab dip or a physical colour standard), the light source for comparison and the accepted tolerance.
- Measurements: the FAI report or key dimensions, with the gauges used.
- Tests: function, strength, safety and market-specific tests, with reports. The product test advisor lists them by category and market.
- Packaging: retail pack, labels, inserts and export carton, approved alongside the product.
- Signatures: buyer and supplier, and the approval conditions, such as “approved subject to lighter print on logo”.
How to seal and keep golden samples
- Make at least three identical units from the same run: buyer, factory and inspector. Add a spare for colour-critical products.
- Seal each one in a bag or box with a tamper-evident label, signed and dated by both sides, showing the product code and revision.
- Keep the factory’s copy at the line or QC room, not in the sales office. It must be available to operators and inspectors.
- Store colour samples away from light. Keep a dark-stored reference and use a separate “working” sample for daily comparison.
- Log where every copy is. A simple register: code, revision, location, date sealed, date due for review.
Worked example: a printed canvas tote
A Dutch retailer approves a 12 oz cotton canvas tote with a two-colour screen print, made in Karur, 8,000 pieces.
| Stage | What happened | Decision |
|---|---|---|
| Development sample | Size and handle length right; print slightly off-centre | Revise print position |
| Lab dips for the dyed canvas | Three dips submitted; dip B matched the standard under D65 light | Dip B approved |
| Pre-production sample | Production fabric, screens and stitching; fabric weight 12.1 oz/yd² against 12 ± 0.5 | Approved with one condition: bar-tack at handle ends |
| Golden sample | Six units from the corrected run sealed and signed | Buyer 2, factory 2, inspector 1, dark storage 1 |
| TOP sample | First 50 units off the line compared on day two | Match; bulk continues |
Payoff. At pre-shipment inspection the inspector found a batch of 300 bags with the print a shade darker. Compared with the sealed golden sample under the agreed light, it was outside the limit. The factory reprinted those bags before shipment, with no argument about “what was approved”.
Physical samples need digital records
A sealed sample can be lost, damaged or fade. Back it up with a digital record that anyone on the programme can open:
| Record | Why it helps |
|---|---|
| Photos under the agreed light, with a colour reference card in frame | Lets remote teams compare production without the physical sample |
| Colour readings from a spectrophotometer, with an agreed numeric tolerance | Turns “looks darker” into a measured pass or fail |
| First-article report and key measurements | Shows what “conforming” meant at approval |
| Test reports with dates and lab names | Proves what was tested, to which method |
| Signed approval sheet with conditions | Shows exactly what was approved and what still had to change |
| Sample register entry | Tells everyone where each sealed copy is |
Keep these in one folder per product and revision, shared with the supplier and your inspector. When a dispute arises two years later, the record is what settles it.
When to re-approve
A golden sample is valid only while the conditions that produced it hold. Re-approve when:
- The material, grade or material supplier changes.
- The tool is repaired, modified, replaced or moved (see tooling and mould ownership).
- Production moves to another line, site or subcontractor.
- The drawing or specification changes revision.
- A colour sample has faded or aged, which many buyers review every 12 months.
ISO 9001:2015 expects organisations to control changes and keep documented information on product release. A disciplined golden sample register is a simple way to meet that for your own supply chain.
Using the golden sample in inspections
Tell the inspector which sample is the reference, and make sure one copy travels with the pre-shipment inspection or stays sealed at the factory. Build your defect list around it: “colour visibly different from the golden sample under D65 at 1 metre” is a defect an inspector can judge. The inspection checklist generator includes a golden sample comparison step for every product type.
Free tools for this guide
Sources
- ISO 9001:2015 Quality management systems: Requirementswww.iso.org/standard/62085.html
- AIAG: Production Part Approval Process (PPAP) and core tools manualswww.aiag.org/training-and-resources/manuals
Checked on 28 September 2026. Rules and rates change: confirm against the official text before you act. This guide is general information, not legal or tax advice.