Quality planning · Reviewed 10 October 2026
A sample and an inspection report answer different questions. A sample can help a buyer evaluate a proposed product. An inspection examines defined aspects of a production lot at a particular stage. Both are more useful when the acceptance criteria are agreed in advance.
Make the sample traceable
Record the sample reference, date, specification revision and the supplier’s description of what it represents. Identify whether it is a standard catalogue item, a prototype or a sample from production. Keep written notes of the characteristics approved and any changes still requested.
For a repeat order, do not assume that an earlier sample covers a changed material, component, packaging design or production process. Ask how the revised specification will be identified.
Define the inspection scope
TÜV SÜD describes pre-shipment inspection as an examination of finished goods using an agreed sampling approach. Depending on scope, checks can address quantity, workmanship, function, marking, packaging and conformity with the agreed specification.
- State the product and lot to be inspected.
- Provide drawings, reference samples and measurable acceptance criteria.
- Agree the inspection stage, sampling approach and checks required.
- Clarify access to goods, test equipment and supporting records.
- Specify the report format and who reviews findings before shipment.
Agree what happens after a finding
Decide who receives the report, who may request corrective work and who authorises the next step. Keep any reinspection or laboratory testing separate unless it is included in the agreed scope.
An inspection is bounded by its method, timing and coverage. It should not be presented as a guarantee that every unit is defect-free or that all market-entry requirements have been assessed.
Coordinate the practical arrangements
CAPAZ Holding can discuss sample communication and coordination with suppliers and appointed inspection providers. The technical criteria, specialist assessment and commercial acceptance decision remain with the relevant parties under their agreed responsibilities.
Sources & further reading
Sources checked on 10 October 2026. Practical checklists are CAPAZ Holding editorial guidance; transaction requirements should be confirmed for the particular goods and route.
Discuss your trade requirement
Share the product, specification, quantity and destination so we can discuss the requested scope of support.
Send a Business Enquiry
