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IN BRIEF
Turn the selected sample into a repeatable supply requirement
Choose a sample for the decision your workshop needs to make, then carry its identity into the part, order and shipment. Record the complete board model, measured stage and processing trial, describe the accepted features and open checks, and ask the offer to show how the production lot will be identified. The next team should be able to follow the selected version without reconstructing the whole email conversation.
- Identify the sample and the construction it represents.
- State which observations were actually approved.
- Ask how the supplied lot will be linked to the order.
UNDERSTAND THE DETAIL
Reference sample, trial sample and production sample: what changes?
A reference sample illustrates a proposed appearance or construction. A trial sample is the piece used in an identified evaluation. A production sample is taken from identified production material. Those roles may overlap, but the record should say which role the piece actually serves.
For a colour or surface discussion, retain the physical reference and the material/process it represents. For a workshop trial, identify the actual section, cut direction, tool/process, joint or fitting and completed finish. Compare each proposed construction under the same relevant setup and record a changed setup as a separate trial.
- Reference stage
- Record the proposed construction and the appearance or feature being discussed.
- Trial stage
- Connect the tested piece to the method, drawing and result.
- Production stage
- Identify the lot represented and the scope of any production checks.
What should an approval email contain?
Identify the sample, accepted item revision and the specific decision. For example: “Sample S07, item C2 revision 3: the finished edge appearance is accepted against reference E2; dimensional inspection remains as specified in C2.” Tailor the statement to the real result and retain the supporting record.
Continue with keeping approvals current on repeat orders.
Request a sample of the detail you need to check
A useful sample brief names the feature, actual material configuration, required working size and method. Discuss the sample dimensions and quantity needed for the chosen trial with the workshop and supplier. Retain enough identity to relate a prepared piece to the original board and its location.
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| Item | Record or calculate | Order decision |
|---|---|---|
| Visible face or decor | Species/decor, grading or range basis, cut/matching, finish, viewing conditions and physical master; relevant neighbouring faces. | Select the intended visible range and complete appearance combination for the item. |
| Exposed edge or machining | Actual gauge/core/lay-up, face and cut directions, critical profile/joint drawing, tools/process and finish stage. | Trial the actual section and fit, retaining observations and the complete construction that produced them. |
| Hardware or assembly | Part/handing/datum, fitting/fastener model, mounting section and current instructions, complete assembly conditions. | Identify the tested local detail and the fit/function decision for that drawing issue. |
| Specified material property | Offered model/lot, method/edition, specimen identity/orientation/conditioning, report and covered construction scope. | Use the product file required for the actual application; keep the component trial and material assessment in their stated scopes. |
Label the sample with its panel specification
Record each sample’s code, arrival date, proposed construction and drawing version. Photograph labels before cutting, and keep samples separate so trial results stay with the right panel.
Keep offcuts or companion pieces where practical and agreed. Mark the visible face and any tested location. A labelled reference is more useful than an unmarked piece left beside a machine, especially when the buyer, workshop and receiving team work in different locations.
Record the chosen sample and questions to resolve
Record the appearance, joint, coating or test you checked and the result you agreed. Include the other dimensional and performance requirements in the production order and receiving plan.
When the purchase order is prepared, include the accepted sample reference and the final construction description. Ask the supplier to identify any difference between that sample and the offered production. Agree which lot or bundle references will appear on the packing information and inspection records.
Keep five references connected from selection to receipt
Use an item code and revision as the anchor. Link the physical sample to the full material model, the trial, the chosen purchase line and the actual production/packing identities. A copied product name alone leaves the next order too much to reconstruct.
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| Item | Record or calculate | Order decision |
|---|---|---|
| S-B sample | Supplier/date/sample code, board/model and full face/back/core/lay-up/bond/gauge/surface; piece location, visible face and any companion offcut. | Identify which material and stage the observed result belongs to. |
| J3 trial | Part/drawing revision, sample/cut identity, process/fitting/finish setup, measured values, method, required limits and observations. | Retain the accepted feature and the other checks still required for the order. |
| P2 revision 3 | Selected model/construction, supplied dimensions/stage, sample and trial references, quantity/unit and any explicitly chosen alternative. | Carry that version into the quotation and purchase schedule. |
| L01 production | Actual producer/model/lot and relevant production inspection/document scope; differences from the selected source or material. | Review changed fields before the material is allocated to the accepted item. |
| B01–B04 packing | Item/lot contents, bundle and sheet references, quantity/unit, labels, packing/receiving records and reviewer. | Locate the delivered material and record checked, held, released and unexamined scope clearly. |
WORKED BUYING EXAMPLE
Example: two similar samples, one successful trial
Chosen sample-to-item record for a workshop joint decision.
Sample S-A and sample S-B have similar faces but different recorded constructions. The workshop accepts the joint made from S-B.
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| Item or observation | Record or compare | Next decision |
|---|---|---|
| Sample identity | S-B label and construction sheet. | Attach both to the approval record. |
| Trial scope | Joint drawing J3 and the observed fit. | State exactly what the trial accepted. |
| Order reference | Final item P2 linked to S-B and J3. | Request matching identity on production records. |
What this means for the order
The order should identify P2 and its accepted construction. A general instruction to supply the sample material leaves too much room for confusion when several trials have been discussed.
Compare constructions without losing the trial setup
For the chosen S-A/S-B joint record, keep J3, the completed gauge, cut direction, tooling, insert/fitting, preparation and finish consistent where the comparison requires it. Identify any additional changes explicitly. Each trial answers the feature actually evaluated.
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| Item | Record or calculate | Order decision |
|---|---|---|
| S-A and S-B | Separate complete material records and actual joint observations from the same stated setup, or describe the differing setups. | Choose the observed option for J3 and record the reasons and remaining requirement checks. |
| Finished edge accepted | Retain the physical edge reference, sample/cut location, preparation/finish and the acceptance note. | State the exact accepted appearance/fit scope in P2 revision 3. |
| Production differs | List changed veneer/core/gauge/bond/finish/source or supplied processing fields against S-B and P2 revision 3. | Review affected component/material checks and issue a selected replacement version before repeat supply. |
CHOOSE THE PANEL, THEN TRIAL YOUR FINISHED DETAIL
Start the sample conversation with a defined panel.
Give your workshop a piece it can use to decide the order. ECQA's inspection records 100% birch plywood at 2500 × 1250 mm in 21, 24 and 30 mm, with thickness measurements, sheet weights and workmanship checks. Choose the gauge relevant to your component, then tell CUZI the working-piece size, cut direction and feature you need to trial.
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| Nominal panel | Thickness readings | Measured sheet weight | Workmanship checked |
|---|---|---|---|
| 21 mm all-birch | 21.09 / 21.05 mm | 46.5 / 46.6 kg | 23 panels |
| 24 mm all-birch | 24.10 mm | 50.0 kg | 20 panels |
| 30 mm all-birch | 30.21 / 30.10 mm | 63.5 / 63.6 kg | 37 panels |
The report’s weights refer to full sheets. For a sample, request enough material to try your edge, groove, fitting or finish. The report uses CP for appearance; agree the face/back grade and acceptable repairs for your own order with the sample.
The inspection records 80 workmanship checks and a PASS conclusion. Keep the report alongside the panel description, and put your own workshop observations beside the identified working piece. The sheet-dimension records connect the report's 2500 × 1250 mm notation with the catalogue's 1250 × 2500 mm footprint and your cutting direction.
Read the ECQA panel inspection report · View thickness, moisture and weight checks
Keep the working piece connected at each handover.
- Choose and label the piece.
- Record the supplied sample code, full face/back and inner layers, gauge, sheet format and piece location. Mark the visible face and grain direction before cutting. Retain a companion piece where it helps reproduce the trial.
- Keep the trial with the selected item.
- Attach the component drawing, tools, fitting and finish used. State the appearance or fit you selected and the remaining purchase requirements. Send that record with the quantity, unit and chosen item revision.
- Connect the production and shipment records.
- Ask for the actual lot identity and agreed inspection checks for the order. Match the finished quantities, pack contents and labels to that item. The ECQA report notes pallet labels to be added at shipping; include the final pack identification in your shipment file.
Use the finished-panel inspection checks and quantity handover schedule to prepare that file. Keep a changed construction or drawing connected to the next order's selected revision.
Choose the gauge and send the working-piece brief.
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| Selected item | Include with your request | Continue |
|---|---|---|
| 21 mm all-birch · 1250 × 2500 mm | Cut-piece size, component drawing, visible edge, preparation and finish. | Request the 21 mm working piece |
| 24 mm all-birch · 1250 × 2500 mm | Actual machined feature, fitting, measurement stage and sample dimensions. | Request the 24 mm working piece |
| 30 mm all-birch · 1250 × 2500 mm | Finished section, handling or assembly detail, cut direction and working size. | Request the 30 mm working piece |
| 21 mm all-birch material and lot file | Full veneer schedule, finished gauge and the required inspection/packing references. | Request the all-birch sample and lot file |
| 18 mm commercial · 1220 × 2440 mm | Birch face, poplar core and BB/CC reference; identify the reverse, full construction and finished trial. | Request the commercial sample and lot file |
Samples are free; you pay courier freight, which is credited in full against your formal order. Send the selected items and quantities when you are ready to discuss one-container mixed supply, a named FOB or CIF port and the production schedule.
OBSERVATION / LOT / RELEASE
Record inspected quantities and the delivery decision
Chosen count record: one 600-sheet item lot packed as four 150-sheet bundles. Seven separately located sheets per bundle are examined for a stated check, giving 28 examined sheets. The recorded locations and chosen counts below demonstrate identity and disposition bookkeeping; the actual order establishes its selection method, checks, limits and lot-decision procedure.
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| Item | Record or calculate | Order decision |
|---|---|---|
| B01 / L01 | 150 delivered; 7 examined sheet identities; 7 meet the stated check and 0 need review. | 143 unexamined; retain the observed locations and the separate lot decision. |
| B02 / L01 | 150 delivered; 7 examined; 6 meet the stated check and 1 is held for review. | 143 unexamined; identify the held sheet and reason. |
| B03 / L01 | 150 delivered; 7 examined; 6 meet the stated check and 1 is held for review. | 143 unexamined; keep the material and review reference identifiable. |
| B04 / L01 | 150 delivered; 7 examined; 5 meet the stated check and 2 are held for review. | 143 unexamined; separate the affected pieces from any subsequent release decision. |
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| Item | Record or calculate | Order decision |
|---|---|---|
| Delivered item | 4 × 150 = 600 sheets, with bundle/lot identities and the final purchase version. | Reconcile the item mix and quantity unit against the packing and purchase records. |
| Examined pieces | 7 + 7 + 7 + 7 = 28; 7 + 6 + 6 + 5 = 24 meet the stated check; 0 + 1 + 1 + 2 = 4 held. | 28 = 24 + 4; record the named check, actual locations and status of these pieces. |
| Unexamined pieces | 4 × 143 = 572; 600 = 24 + 4 + 572. | The lot release/hold decision needs its own agreed procedure, responsible person/date and covered quantity. |
NIST’s acceptance-sampling introduction explains how a sampling plan supports a shipment decision. Agree the checks and decision criteria with your supplier and quality team, and record which pieces were examined. See NIST acceptance-sampling introduction.
When a piece is cut into trial parts, preserve the parent sheet and individual part identities. Record which parts were examined, consumed, retained or sent onward. Receiving and production need a clear link to the relevant lot and item version, especially when similar faces arrive in several constructions.
Request a sample around the decision still open
For face colour, request a representative veneer range. For exposed edges or fixing fit, request material that can be cut and machined using your process. Tell CUZI which construction, thickness and grade you want to compare and what the sample needs to demonstrate.
- Sample terms
- Samples are free. You pay sample freight, which is credited in full against your formal order.
- Production handoff
- Carry the accepted sample ID, selected construction and drawing revision into the quotation and order.
Confirm your sample choice in writing
Record “sample ID / item revision / trial purpose / accepted result / remaining checks / retained reference location.” Send the note with the order schedule and ask how the chosen item and lot will be identified in the shipment.
Download the product-specific sample worksheet to keep the trial observations with the selected panel.
Send a sample brief that reaches the order
Include the actual construction and open decision, sample/trial references, selected item version, required product files and proposed lot/bundle identification. Add the quantity/unit, supplied operations and named FOB/CIF port so the sample discussion can lead into the same quotation.
Keep these details with your inquiry
- Sample code, photographs and proposed construction.
- Trial method, drawing revision and raw observations.
- Accepted features and unresolved requirements.
- Order item, bundle identification and retained reference location.
Review the relevant product guide and prepare your inquiry files.
Questions buyers ask
Does a small sample prove the whole shipment is consistent?
It records the results for the piece evaluated. Agree production requirements and a receiving or inspection plan for the actual lot.
What if the proposed construction changes after approval?
List the changed fields and determine which observations need to be repeated. Issue a revised approval reference before ordering the alternative.
What must be recorded when the sample is machined?
Keep the parent board/sample identity, cut direction and piece location, trial part/drawing, process and finish. Retain raw readings and the specific accepted feature with that setup.
Should the sample approval name the future order item?
Link it to the selected item and revision with complete construction, supplied stage and acceptance scope. Identify the production lot and shipment bundles separately when those records become available.
Can 24 passing observations be written as 600 accepted sheets?
Record the 24 pieces and the check they passed. The lot decision needs the agreed inspection/selection plan, criteria, responsible person and covered quantity; record it separately from the observations.
What happens when an equivalent-looking construction is offered?
List the changed source/material/process fields against the selected version. Review the affected trial and product requirements, retain the proposed alternative separately and update the chosen order version.
Can I choose a working sample using the recorded birch panel measurements?
Yes. The ECQA panel records give nominal gauges, thickness readings, sheet weights and workmanship sampling for 21, 24 and 30 mm all-birch plywood. Send the selected construction and sheet format with your working-piece dimensions, component drawing and intended trial.
Which references should follow the working piece into production?
Keep its full construction, sample and parent-panel identity, cut direction, drawing and finished trial with the selected purchase item. Connect the actual production lot, agreed inspection checks and final pack contents to that revision at dispatch and receiving.
