Use one record from the initial sample request through the written approval decision. Keep buyer requirements, supplier statements, received-sample observations, differences, and unresolved questions in separate fields.
OTF Knife Sample Approval Checklist
Start one row for each received sample. Record the original request reference, the exact public product URL or SKU, the received date, and the sample identifier supplied for the review. If the request or product reference is missing, enter Unresolved and ask for the missing record before adding product details.
Lock the request and exact product reference
The current OTF category page tells buyers to open the relevant published product records, send the product URLs or SKUs with quantity per item, and add destination, packaging, or branding requirements where applicable. Use the selected page only as the request reference. Keep buyer requirements separate from supplier answers, and do not copy a specification from another product or sample.
Record the received sample without inferring specifications
Write only direct observations in the received-sample fields. Record what was seen, measured, or supplied with the sample, plus the observation date and evidence reference. Do not turn appearance into a material, performance, compliance, availability, or production claim. Put every unsupported specification in the unresolved-question field.
Compare the sample with the written request
Compare each buyer requirement with the corresponding received-sample observation, supplier statement, or supplied document. Keep commercial terms outside the physical comparison unless an order-specific response supplies them. Record a match, difference, or Unresolved status for each row without ranking a sample beyond the evidence entered.
Record the approval decision and open questions
Enter approval, rejection, revision, or hold status only when the authorized reviewer supplies that written decision. Preserve the reviewer, decision date, approved reference, exceptions, and remaining questions as separate entries. A sample decision does not supply a batch acceptance rule or prove that later production matches the reviewed item.
OTF Knife Sample Approval Record
Enter only buyer-supplied requirements, exact public product references, received-sample observations, supplied evidence, and the authorized written decision. Mark every unsupported item Unresolved.
Original request reference
Enter the exact request, brief, or quotation reference supplied for this review; otherwise enter Unresolved.
Exact product URL or SKU
Enter the exact public product URL or SKU used in the request; otherwise enter Unresolved.
Received sample ID and date
Enter the identifier and received date recorded for the physical sample; otherwise enter Unresolved.
Buyer requirement and source
Enter one buyer requirement and the dated request source that contains it.
Direct observation and evidence reference
Enter one direct observation, the observation date, and the photo, note, or measurement reference without adding a product conclusion.
Supplier statement or document reference
Enter the exact supplier statement or document identifier supplied for the same row; otherwise enter Unresolved.
Difference or unresolved question
Enter the conflicting entries or missing evidence, then write one precise follow-up question.
Decision, reviewer, and date
Enter only the authorized written status, reviewer, and decision date; otherwise enter Unresolved.
Frequently Asked Questions
Can visual appearance confirm an OTF sample specification?
No. Record only the direct observation and request a supplier statement or document for the unresolved specification.
How should a missing term be handled during sample approval?
Mark the affected row Unresolved. Do not copy a value from another product, sample, quotation, or order.
Does an approved sample prove that a later production batch matches it?
No. Record the approved reference and decision, then use a separate written quality-control record for the production batch.
Conclusion
Preserve the original request, received-sample record, observations, differences, and written decision as separate entries. Keep every partly answered or unsupported item Unresolved.