SCP-004 — Sample Approval Protocol

Purpose

Scope

Definitions

Required Information

• Sample batch/lot identification
• Date sample was drawn and dispatched
• Test results accompanying the sample, if available
• Buyer's approval or rejection response and any conditions attached

Procedure

1. Draw the sample from a lot that is genuinely representative of the intended shipment source, not a separately selected best-case lot.
2. Retain a sealed, labelled reference sample and record of test results for the exact material sent to the buyer.
3. Send the sample to the buyer with a clear reference number and, where practical, an accompanying COA.
4. Obtain the buyer's written approval, including any conditions or tolerances stated, before proceeding to bulk production.
5. At the pre-shipment stage, compare the bulk shipment sample against the retained reference sample and test results.

Checklist

• Sample drawn from representative lot
• Reference sample retained and labelled
• Test results attached to sample where applicable
• Written buyer approval obtained before bulk production
• Bulk shipment compared against reference sample before dispatch

Documents Required

• Sample dispatch record
• Buyer approval confirmation
• Reference sample retention log

Risks

• Sending a non-representative 'best case' sample that the bulk shipment cannot match
• Proceeding to bulk production without documented buyer approval
• No retained reference sample, making later quality disputes difficult to resolve objectively

Common Mistakes

• Not recording which specific lot/batch a sample was drawn from
• Treating a verbal 'looks fine' as approval without written confirmation
• Discarding the reference sample before the shipment is delivered and accepted

Verification Points

• Was the sample representative of the intended production lot?
• Is buyer approval documented in writing?
• Has the reference sample been retained until final delivery acceptance?