Make one sample record for each fixture variant. Identify what arrived, which documents were reviewed and what the buyer actually approved. Keep open technical questions outside the appearance approval, and compare the final order description with this record before production is released.
| Record | What to make explicit |
|---|---|
| Sample identity | Record the sample ID, fixture code, dimensions, finish and supplied components. Note differences from the quotation or reference image, including any driver or light-source variant that is still provisional. |
| Appearance review | Assess the agreed visible features, such as metal finish, glass, joints and scale, against the chosen reference. Label photographs with the sample ID and review date; keep subjective appearance observations distinct from measured technical results. |
| Functional review context | Document which fixture, driver and controls were used for a professionally arranged demonstration. Record the observations and unresolved issues. A video can preserve what was seen; it is not a substitute for a required performance or safety test. |
| Document set | Request the exact model's data sheet, dimensioned drawing, installation instructions and any photometric or other evidence required by the project professional. Check model references and versions rather than accepting an unrelated catalogue cover as proof. |
| Approval and changes | State who approved the appearance, who reviewed the technical documents and what remains pending. Keep a retained reference where practical. Changes to size, finish, components or control options should be recorded and reviewed against the order. |
Take this into your next conversation.
- The sample record identifies the actual supplied variant.
- Appearance approval does not hide unresolved technical questions.
- Documents match the model and revision being considered.
- The final order description is checked against the sample record.