Approve a recorded version
Give the approved sample a date or version reference. Match it with drawings, materials, dimensions, color standards, packaging and test requirements. Record any approved deviation rather than relying on an email that someone may overlook.
Distinguish critical requirements
Explain which features affect safety, function or the product's intended use and which are cosmetic. Agree measurable criteria where possible. A photo is useful for appearance, but cannot replace a tolerance or a performance test.
Control substitutions and changes
Require written approval for relevant material, component, process, tooling or packaging changes. Ask the supplier to explain the reason and the effect on performance, lead time and price before the change is used.
Select checkpoints around the risk
An initial or during-production check may identify issues while correction is still practical. A pre-shipment inspection provides evidence about a defined sample of finished goods. Sampling does not mean every item has been tested, and a product inspection does not replace applicable laboratory testing.
Agree what happens after a failed check
Define who receives the report, who arranges correction and when reinspection is required. Keep the shipment release decision with the buyer or the party the buyer has explicitly authorized.
Put this into practice.
Treat the sample, written specification, change approvals and inspection results as parts of the same record. Quality becomes much easier to discuss when everyone refers to the same version.