Furniture sample approval checklist.

Link each sample to a furniture item, part and material reference. Keep candidate swatches, agreed physical references, approval scope and changes traceable through production and later checks.

Create a sample record See an example record

Record the physical sample and its location alongside photographs and the scope of the review.

Reference photograph · Compare physical wood-colour samples in one setting.

YOUR WORKSHEET

Record samples & approval scope

Link each physical reference to a product, part and revision. A recorded review does not notify the supplier or create an electronic signature.

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Use “Create revision” for changes to an approved record. The previous revision remains in the worksheet as Superseded.

Give every sample a clear identity.

Link it to a Product ID and a specific part: a cabinet door, body, visible panel, sofa seat or outside back. Create separate records for different materials within the same item.

Keep the Sample ID, supplier, material range or article code, colour code, finish and supplied material information together. A description such as cotton-linen or cream is not enough to identify the fabric being ordered.

Reference photograph · Retain the sample identification and original labels.

Reference photograph · Record the sample edge and surface appearance.

Reference photograph · Retain a reference of the board core as well as its surface.

Separate candidate samples from the approved reference.

A reference image shows a direction; a sample book may contain several candidates. Narrow the material and colour choices, then identify the physical sample that forms the agreed reference, with its version, date and application.

A small swatch, larger panel, component sample and complete prototype answer different questions. A texture or colour-direction review does not also approve dimensions, structure or every performance requirement.

Reference photograph · Review the larger surface as well as the small swatch.

Reference photograph · Review the complete stone pattern and the paired pieces.

Compare under agreed conditions and retain the sample.

Record the location, daylight or indoor lighting conditions, photograph references and date. Images taken in different settings can support discussion; where practical, compare the agreed sample and the item under review together in the same conditions.

Record which physical references the customer and supplier retain, who holds them and where. Agree the reference range for natural grain or variation in advance. Lighting, natural variation or batch differences should not automatically close a discrepancy.

Reference photograph · Confirm the door profile and surface reference.

Reference photograph · Record the delivered fabric together with the numbered reference.

Carry the approved reference into production records.

Connect the Product ID, part, material code, colour and sample revision to the order. Confirm that the supplier has received the current reference through the project’s agreed process; keep drawings and dispatch checks aligned with it.

For a question about delivered colour or material, link the original sample and comparison record. Check whether the material and colour codes match, then agree the next step. A proposed remedy, acceptance of a difference and completed rework are separate decisions.

Reference photograph · Compare neighbouring finishes under the same conditions.

Reference photograph · Identify each fabric range and colour separately.

Keep a revision for each substitution or colour change.

Create a new version when changing the range, colour, component or area of application. Retain the original choice, reason, price or timing implications and open questions. Mark the previous reference Superseded without losing its identity.

Export the summary and change log for review with Arcaya or the supplier. Entering a reviewer’s name records the review; the project’s agreed process determines approval scope, supplier notification and production authorisation.

Reference photograph · Record the reverse of the leather sample.

Reference photograph · Retain the front, reverse and original sample information.

Example

Illustrative approval-scope records only. No actual material approval is implied.

Product / part	Sample identity and status	Details to retain
LR-01 / Seat	S-01; Range A / Colour 20; To confirm	Indoor physical comparison; composition information pending; sample holders to record
BR-01 / Cabinet door	S-02 v2; finish direction only	Separate body sample S-03; order revision and supplier receipt pending

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Common questions

Does a colour photograph count as approval?

Agree the reference and review scope first. A photograph can support the record; physical review and production authorisation need their own agreed basis.

What if the material changes after approval?

Create a new revision with the reason, affected parts and price or timing implications, then follow the project’s approval process.

Can every material use the same tolerance?

This checklist does not preset a universal tolerance. Record the requirements agreed for the material, sample and project.

Keep your samples and specification decisions together.

Share the sample references and open questions for the next furniture review.

Connect Sample Approval to the Current Order

Confirm who approves each sample and whether the decision covers colour, texture, material identity or another attribute. Retain the sample reference, holder, item, part, date and order revision. Record substitutions as a new revision with any cost or timing effect, then obtain the supplier’s acknowledgement through the agreed process.