An approved sample is a shared reference, not just a product sitting on a desk. Give it a clear identity and connect it to the drawing, finish and control decisions that the project team has actually accepted.
Freeze the reference
Record the exact model, control variant, finish, colour temperature and dimensions. Attach a dated photograph of the sample and the approved technical drawing. Note any qualifications: a finish-only approval does not automatically approve the wiring or installation detail.
Keep the physical sample labelled and available for comparison. This is particularly useful when a project moves through several buildings or purchasing phases.
Share the change log
A revised cable, fixing detail or finish option can affect several teams. Use one short change record that identifies what changed, why it changed and whether a fresh approval is needed.
| Record | Minimum useful reference |
|---|---|
| Product | Full model and control variant |
| Appearance | Finish, CCT and dated sample |
| Installation | Approved drawing revision |
| Purchase | Quantity, destination and phase |
Reconfirm before release
Before each repeat order, confirm that the approved option is still available and ask for current production or stock timing. Repeat the agreed details in the purchase inquiry rather than referring only to “the same as last time.”
If a substitution is proposed, compare it with the saved reference and check its effect on the installation. Carry the final records into the maintenance handover so the next team can identify the fitting with confidence.
