Start with the decision
State the decision the sample should inform: print appearance, fold behaviour, surface cleaning or fitting. A small offcut can help with some questions while failing to represent a large panel’s geometry. Agree what the sample will contain and who will provide it.
Build the record
Specify exact grade, thickness, finish, print and representative size. Ask whether the sample matches the planned production variant and record its identity on receipt. Keep supplier acknowledgement, dispatched sample and actually received sample as different states. Do not describe an unreceived or untested sample as evaluated.
Check before acting
Record trial purpose, method, observations, person and limitations. Use relevant laboratory or competent performance evidence for questions an informal trial cannot answer. Report both useful and adverse observations. Sample terms, costs and availability need a supplier response; the platform does not promise free samples.
Worked example — illustrative
A fictional agency wants to test repeated fitting of a fibre panel. It requests a finished sample matching the mounting edge, not only a base-sheet swatch. The received piece is identified and fitted several times under a recorded trial. Edge damage becomes a supplier question, without being represented as a universal material rating.
Keep a useful handover
Close the “Request meaningful samples of a fibre-based option” decision with a named owner and a dated evidence version. The next working record is “Explore material references”. Record whether that step is planned or confirmed; retain the prior decision if new information changes the instruction.
- Define the trial question.
- Specify the finished sample.
- Confirm actual receipt.
- Record observations and limits.
- Keep informal trials distinct from tests.
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