A signed sample is a reference, not a batch result
The approved sample defines what the buyer accepted: dimensions, finish, light appearance, control behavior, rear construction and packing. It does not prove that every later unit will match. Before production, assign a drawing revision and sample identifier, then specify which characteristics can be measured and which require a visual comparison.
The sample inspection guide covers approving a physical example. The next task is to transfer those observations into a production record that people on both sides can use.
Use a two-stage inspection record
At sample approval: record measured outer size, edge and frame appearance, light effect, switching, rear view and packed condition. Keep dated photographs under controlled lighting where appearance matters. During batch inspection: compare units with the released drawing and sample, record quantities checked, defects, disposition and any corrective action. Do not label a unit “passed” without saying which specification it passed.
For dimensions, measure the agreed reference points. For the mirror face and edges, inspect for chips, scratches and finish differences under a defined viewing method. For the electrical assembly, verify the intended input, driver identification, control response and consistent illumination. The precise acceptance limits must be agreed for the actual order; they are not asserted here as a company standard.
Check packing as part of product quality
A working mirror can still arrive unsaleable if its edges, corners or rear parts move inside the carton. Inspect protective film, corner protection, internal restraint, carton labeling and the match between the packed model and its paperwork. A sample pack should be reviewed before a large order is boxed.
Record whether a defect was found before packing, during packing or after handling. That distinction helps the supplier change the right process instead of merely replacing an affected unit. The shipping checklist gives the importer a separate transport review.
Release only after the agreed evidence is reviewed
A pre-shipment check should identify lot, model, sample size, observations, photographs and open nonconformities. If a lighting issue or edge defect recurs, document the cause investigated, the corrective step and how replacement or reworked units were rechecked. The buyer should know who can authorize shipment when an issue remains open.
For a multi-model order, inspect each configuration rather than treating one passing model as proof for all. Send the factory a model list and marked drawings through the contact page so the inspection conversation is tied to a real specification.
What to do when an inspection finds a problem
A useful defect record includes model and lot, the drawing or sample revision, photographs, number checked, number affected and the immediate decision: hold, rework, replace or accept under a documented concession. Keep cosmetic and functional findings separate. A visible edge chip, a different light color and a carton label mismatch have different causes and different remedies.
After correction, check the affected characteristic again and note who approved release. If several variants share a production run, examine whether the same driver, glass batch or packing step also affected another model. Do not convert one passing recheck into a claim that the entire order is clear unless the agreed sampling plan supports that conclusion.
