Equestrian Product Sample Approval Checklist

Agree what the sample needs to answer

Tell the team whether you need to review a current reference, a proposed material, a revised fit, custom branding, packaging or a combination. Ask which details the offered sample will actually represent. A construction sample without final artwork can answer a construction question while leaving branding unresolved; make that distinction in the review plan.

Discuss sample quantity, size coverage, charges, delivery arrangements and expected timing before proceeding. A single garment does not demonstrate a full size run, and a digital range image does not replace a physical sample review. Agree any specific product testing or inspection requirements separately, including what evidence you expect and who will review it.

Review bags, breeches and gloves differently

Give each reviewer the reference number, specification version and a checklist before the sample arrives. Use the equipment or intended fit group identified in the brief. Record the conditions of the review so another person can understand the result. Observations from a different load, size or use condition should remain distinguishable.

Inspect the artwork and packaging as separate parts of the product experience. Check names, label sizes and reference mapping against the proposed order. Where a performance or compliance requirement has been agreed, request the corresponding evidence; a satisfactory appearance or informal wear check does not establish that requirement.

Swipe or scroll the table to view every column.

Record changes before approval

Log one issue per line: what was observed, what change is requested, who will respond and what must be checked next. Include a photograph or measurement reference where useful. Separate a required correction from a preference that can be discussed. Consolidate the buyer's feedback so the supplier is not acting on conflicting instructions from different reviewers.

When the material, fit, construction, logo or other relevant product specification changes, identify the revised version and the review needed for it. Do not label the new version approved using a message about the old one. A quantity-only change may leave the physical sample unchanged, but the updated quote and order quantities still need confirmation.

• Open: the issue or decision has not been resolved.
• Revise and review: a specified change needs another check.
• Approved: the identified version has written acceptance for the agreed scope.
• Sample waived: if both sides agree, record the scope and written decision explicitly rather than marking an unseen sample approved.

Keep a written sample approval record

The final record should let the buyer and supplier find the same reference, sample, specification, artwork and packaging version. Identify who approved it and when, and note any remaining limitations. An enquiry submission, receipt acknowledgement or payment record is not a substitute for that product approval.

For a PoloSolo order, the team reviews the brief, prepares a manual quotation and confirms the agreed specifications before the offline payment steps are followed. Keep commercial acceptance and sample acceptance visible as separate decisions. A changed quote or specification should be checked against both records before the production order proceeds.