Use this electrical product sample approval checklist to turn a sample into a clear production reference. Identify the exact model and revision, compare it with the agreed specification, record the checks and outstanding evidence, and obtain a written decision from the person authorised to approve it.
Agree the sample’s purpose before inspection. An appearance or fit sample may help check the enclosure and mounting, while a functional or pre-production sample may be needed to review the intended electrical configuration. Record any difference between the sample and the planned production product.
1. Identify the sample and its purpose
Record these details for each product and variant. If several ratings, pole arrangements, colours or packaging versions are ordered, agree which ones need separate samples or evidence.
- Buyer and supplier legal names, actual factory and order or RFQ reference.
- Product name, brand, supplier model and complete variant or suffix.
- Sample ID, quantity, receipt date, build date or batch where available.
- Purpose: appearance, fit, function, packaging or pre-production reference.
- Specification, drawing, bill of materials, artwork and document revisions used for the review.
- Known differences between this sample and the proposed production build.
- Reviewer, decision date and the location of any retained reference samples.
Start with the same requirements you sent suppliers in the electrical product RFQ. Ask the manufacturer to identify each proposed change or substitution in writing.
2. Check the product against the approved requirements
Agree the acceptance criteria, measuring method and responsible person before checking. Record each result as pass, fail, pending or not checked, with the evidence and any conditions. A visual match does not establish electrical performance.
| Check | Compare and record | Result / evidence |
|---|---|---|
| Identity | Model, variant, manufacturer, factory, sample ID and specification revision. | Pass / fail / pending / not checked; photo or record reference. |
| Markings | Nameplate, rated values, terminal markings, warnings, logo, language and approved artwork. | Record exact text and photo; identify unconfirmed destination requirements. |
| Dimensions and fit | Mounting, cut-outs, mating parts, terminals, cable entry and agreed tolerances. | Drawing revision, instrument, method and measured results for agreed features. |
| Configuration | Visible components, accessories, contact or pole arrangement, enclosure and agreed materials. | Match to approved bill of materials; list differences and unavailable evidence. |
| Function | Only the specified functions, load and conditions in the agreed test plan. | Method, test provider, instrument, conditions, limits and results; mark unperformed tests. |
| Documents | Current model datasheet, diagrams, instructions and required reports or declarations. | Document revision, model and manufacturer coverage, issuing body and gaps. |
| Packing | Unit packaging, accessory count, instructions, labels, carton, quantity and shipping marks. | Record approved artwork, packing version and any pending production packaging. |
3. Add product-specific checks
Use the written specification and qualified test provider to decide the actual checks and acceptance limits. The examples below are prompts for the approval plan, not a test procedure or a universal certification checklist.
| Product | Examples to agree before review |
|---|---|
| MCB, MCCB, RCCB or RCBO | Exact model, poles and marked ratings, terminals and mechanism; define any functional checks and the separate evidence needed for trip, residual-current or breaking performance. |
| Contactor or overload relay | Coil or control voltage, contact arrangement, accessories, overload range and mounting; agree operating checks and suitable test conditions. |
| Switching power supply | Input/output variant, terminals, dimensions, mounting and cooling; specify output measurements, load conditions, safety and EMC evidence where required. |
| Plug, terminal or cable gland | Mating interface, conductor or cable range, thread, dimensions, material and seals; define fit and any applicable environmental evidence. |
| Distribution box or assembly | Approved layout, enclosure, device schedule, wiring, earthing, markings and accessories; identify required assembly drawings and routine-test records. |
For more specific sourcing questions, compare our MCB, contactor and switching power supply manufacturer guides.
4. Copy a sample approval record
Use a separate record for each approved configuration. Replace the brackets and attach the referenced drawings, photos and test results.
Sample approval record
Buyer / supplier / factory: [ ]
Order or RFQ reference: [ ]
Product / model / variant: [ ]
Sample ID / quantity / build or batch date: [ ]
Sample purpose: [ ]
Specification, drawing and BOM revisions: [ ]
Artwork, label and packing revisions: [ ]
Checks completed and result references: [ ]
Checks or documents pending / not checked: [ ]
Differences or proposed substitutions: [ ]
Conditions to resolve before release: [ ]
Reference sample location and matching identifier: [ ]
Decision: [Approved / Conditionally approved / Rejected / Pending]
Authorised reviewer and date: [ ]
Supplier acknowledgement and date: [ ]
Production release decision and date: [ ]
“Conditionally approved” should state exactly what remains open, who is responsible and when the decision will be revisited. Production release is a separate decision under the agreed order terms; obtain written authorisation before the factory proceeds.
5. Control the production reference and changes
Where a physical reference is practical, identify and retain agreed matching samples with the buyer and factory or inspection team. Label each with the same sample ID and revision, and keep photographs and the approved document set. Define how the reference will be stored and what to do if it is damaged or unavailable.
Ask the supplier to request written review before changing a component, material, drawing, software or firmware, factory, marking or packaging. Record the proposal and decide whether a revised drawing, sample, test or document review is needed before accepting the change. Give the inspector the current approved specification, sample reference and accepted deviations.
6. Set the approval and inspection boundaries
Sample approval covers the configuration and checks recorded in the decision. It does not establish that every production unit matches it, or replace model-specific certification, type testing, routine testing or inspection. Agree the inspection scope, sampling method, acceptance criteria and follow-up with the supplier and any inspection provider before production or dispatch.
Product safety and market requirements depend on the application and destination. Request evidence tied to the exact model, manufacturer and relevant scope; a company certificate or catalogue logo is not sufficient evidence for every variant. Have qualified personnel conduct any energised or specialist testing. Our quality control page explains the checks and documentation we can coordinate.
Share your sample for review
Send the model, specification, photos, sample ID, supplier details and checks you need to contact@bottomrace.com. We can coordinate the agreed sample follow-up with Yueqing suppliers under our Pro and Basic plans; the accepted quotation sets out the work and any additional testing or sample costs. See Product Development for prototypes and custom changes.