Give every sample a clear identity

When requesting a swatch or sample length, include the SKU, intended garment, color requirement and destination. Agree the sample form, charges and courier arrangement before dispatch. The sample policy explains the starting boundary; it does not establish one universal sample charge or lead time for every project.

When the sample arrives, label it with the supplier reference and the date received. Keep the relevant product link and correspondence with that sample so that the buyer and supplier can identify the same item later.

Separate three different approvals

Quality approval concerns the selected fabric reference. Color approval concerns the agreed physical color reference. Finish approval concerns the finishing condition intended for the order. These may be represented by one sample, or they may require separate references. Ask which situation applies.

If the first swatch is only suitable for reviewing texture, do not assume that it also establishes the final color or finish. Record the limited approval and list what remains open. A short written note can prevent the word approved from being interpreted more broadly than the buyer intended.

Resolve the remaining checks before bulk

Discuss the garment construction and any sample-making requirement with the garment maker. Identify required testing, the applicable method and whether a report relates to the selected quality and relevant batch. The quality information page is a source of context, not a substitute for checking the document supplied for a particular order.

Commercial details should be confirmed separately: specification, quantity per color, price basis, destination, packing and timing. Use the quotation checklist to make sure that the same assumptions appear in the enquiry and the final order discussion.

Keep an approval register

  • SKU and supplier sample reference.
  • What was reviewed: quality, color, finish or a limited subset.
  • Date, buyer decision and the person responsible for that decision.
  • Accepted reference and any garment or testing checks still open.
  • Confirmed specification, quantity and order documents.
  • Any proposed substitution or later change requiring another review.

The register should contain the buyer's actual decisions. Do not enter a reviewer or an approval date simply because a form requires a completed field.

Handle changes explicitly

If a different quality, finish or color is proposed later, ask which previous reference it replaces. Retain the original record and identify the revised approval. Confirm any resulting changes to quotation and timing before proceeding.

This guide is a purchasing checklist prepared from Hanzhong's published specifications and policies. It is not a claim that a particular batch has passed inspection or that a customer has approved an order. Discuss your selected samples to establish the references and next steps for the actual project.