Supplier Sample Evaluation

When to use this

• Sample just arrived from a new supplier
• Switching suppliers on an existing SKU
• Adding a new variation (color, size) and supplier sent a sample
• Pre-trade-show evaluation of multiple supplier candidates

The framework. The 25-Point Sample Test

Section 1. Specs (5 points)

1. Dimensions match listing within 3% tolerance
2. Weight matches listing within 5% tolerance
3. Color matches reference Pantone or hex
4. Materials match advertised (cotton vs polyester, real wood vs MDF)
5. Accessories included match the spec (cables, manuals, mounts)

Section 2. Quality (5 points)

1. Drop test from 3 feet onto hard floor, no functional damage
2. Scratch test with a coin on visible surfaces, no chipping
3. Accuracy test (electronics measure to spec, kitchenware fits standard sizes)
4. Finish inspection, no glue residue, no flash, no rough edges
5. Durability cycle (open/close 50x, plug/unplug 20x), no degradation

Section 3. Packaging (5 points)

1. Polybag is 1.5+ mil thickness with suffocation warning >= 5/8" type
2. FNSKU barcode placement clean, scannable, not covered by other labels
3. Inserts and manuals included, language correct, no typos
4. Master carton handles factory damage in transit (corner crush test)
5. Per-unit box quality matches premium positioning if applicable

Section 4. Compliance (5 points)

1. FBA prep type correctly applied (polybag for textile, bubble for fragile)
2. Required certifications visible (CE, FCC, CPSC, FDA where applicable)
3. Warning labels present per category (Prop 65, age warnings, choking hazard)
4. Country of origin marking on product AND retail box per FTC
5. Suffocation warning meets size threshold for the polybag dimensions

Section 5. Safety (5 points)

1. No sharp edges (touch test on every edge, light pressure)
2. No choking hazards on kids products (small parts test if under-3 age range)
3. No toxic materials (lead, phthalates, formaldehyde) per category MSDS
4. Age-appropriate (heavy parts off toddler items, small magnets off kids')
5. Allergen labeling present on food, supplement, skincare contact items

Step by step

1. Unbox in good light. Photograph the unboxing. Keep the box, polybag, inserts.
2. Run Section 1 Specs. Use calipers, scale, Pantone book or hex picker. Log measurements vs spec sheet.
3. Run Section 2 Quality. Perform the destructive tests on one sample if multiple. Otherwise functional checks only.
4. Run Section 3 Packaging. Verify polybag mil with thickness gauge. Scan FNSKU. Read inserts for typos.
5. Run Section 4 Compliance. Cross-reference category requirements per Amazon and FTC. Photograph any missing labels.
6. Run Section 5 Safety. Physical inspection plus material certificate review from supplier.
7. Score the test. Tally pass/fail. Any section with 3+ fails: REJECT, request new sample. Any single fail on safety or compliance: BLOCK PO until resolved.
8. Write supplier message. Specific, photo-attached, actionable. Set a deadline. Re-sample required if changes are material.
9. Run the quality check, then decide.

Output format

## Sample Evaluation. [Supplier] / [Product]

**Section scores**
1. Specs: [X] / 5
2. Quality: [X] / 5
3. Packaging: [X] / 5
4. Compliance: [X] / 5
5. Safety: [X] / 5

**Verdict**: [APPROVE / REVISE / REJECT / BLOCK]

**Failed points with detail**
- Point [X.Y]: [what failed] | photo: [file] | required fix: [specific]

**Supplier message (ready to send)**

Hi [supplier name],

Thank you for the sample. We have completed our quality review. Before
production, the following items need to be addressed:

1. [Issue 1 with specific spec/photo reference]
2. [Issue 2]
3. [...]

Please confirm changes and send a revised sample by [date]. We cannot proceed
to PO until these are resolved.

Best,
[Buyer name]

Worked example

Quality check

• Calipers used for dimension check, not a tape measure
• Photos taken at every fail point, not just notes
• Material certificates requested if any Section 5 doubt exists
• Mil gauge used on polybag, not estimated
• Supplier message specifies a deadline, not "soon"

Common mistakes

• Eyeballing dimensions. A 4% width error is invisible to the eye, fatal in returns.
• Approving on the "looks good" test. No structured rubric = inconsistent QC.
• Skipping Section 4 compliance. Missing CE or FCC mark on electronics = listing suppression and FBA rejection.
• One sample, multiple variations. Different colors often come from different molds. Sample each.
• No re-sample after fixes. Verbal promise to fix is not a verified fix. Pay $40 for a re-sample.

Built by Jay GPT Pro