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Sample to production: what to sign off before a deposit
Seven fields, one version. What an approval record contains, which decisions need a physical sample, and who should sign a fitted drawing.
- An approval record has seven fields and one version number.
- Comfort, touch and colour are signed on a physical sample, not a screen.
- Fitted furniture needs a drawing signed by whoever is responsible for the site dimensions.
- Inspection later checks production against this record, field by field.
Before a deposit, sign off seven things per item: the item code, dimensions and tolerance, material and finish, hardware, colour and fabric, the sample and drawing numbers, and who signed which version. Everything checked later is checked against that record.
Source: the approval record and inspection record formats used on our own projects. The values shown are illustrative.
What goes in the approval record?
| Field | Example |
|---|---|
| Item code | FF-101 |
| Dimensions | W780 D820 H760 ±5 mm |
| Material and finish | White oak, stain FS-03 |
| Hardware | Concealed glides, steel |
| Colour and fabric | Bouclé BC-12, ivory |
| Sample and drawing | S-0418 · A-501 rev C |
| Signed by · version | Designer · v3 |
The tolerance matters as much as the dimension. A seat height of 402 mm against a signed 400 mm ±5 is a pass; without the tolerance it is an argument.
Which decisions need a physical sample?
Anything judged by the body or the eye in real light. Seat comfort needs a sit test. Fabric hand and leather grain need a cutting in your hand. Stain needs to be seen on the actual timber species, because the same stain reads differently on oak and on ash.
Who signs a fitted furniture drawing?
The person responsible for the site: your designer or contractor. Fitted cabinetry is drawn to openings, services and appliance interfaces that only someone on site can measure. We record who signed and which revision. Revisions are marked on the drawing itself.
What happens when something changes after sign-off?
A change request goes back into the record with its cost and time impact, and a new version is signed. The same path applies when an inspection finds a deviation: it is recorded, a remedy is proposed, you decide, and the goods are re-checked. See changes and failures.
What this means for an overseas buyer
If you are comparing suppliers, send the same record to each. If you cannot fill in a field, that field is an open decision, and it is better to find it now than in the inspection report. The whole chain is on the Quality & Delivery page.
FAQ
Is a photo of the sample enough?
For shape, yes. For comfort, touch and colour, no.
How many versions is normal?
Two or three for a custom piece. What matters is that the last one is signed and dated.
Who keeps the signed sample?
Ideally both sides: one at the factory as the production reference, one with the buyer.
Next stepWorking through this for a real order? Send the item list and the destination.
