Name the sample and the decision.
Give the sample a clear identifier. Include product name, supplier or revision, the number of items and whether it is a first sample, corrected sample or received carton. Then state the question: “Is the revised packaging using the insert we specified?” is more useful than “Is it good quality?”
Define what needs to be true.
List a small number of decision-relevant checks. A good criterion combines a feature, a reference and a permitted range or comparison method where appropriate.
Illustrative brief: “Record the mug height in millimeters. Target 92 mm, tolerance ±2 mm. Photograph the measurement point. Confirm whether the specified protective insert is present.”
The numbers above are fictional examples, not a recommended tolerance for every product. Use criteria appropriate to your design and buying decision.
Supply the current reference files.
Use one authoritative revision of the specification, artwork and expected packing arrangement. Identify it in the brief. Conflicting screenshots can create an avoidable ambiguity.
Where visual judgment is involved, explain the reference and its limitations. Do not assume that a screen image permits a certified color match or material-identification result.
Make handling and permissions explicit.
State size, weight, fragile parts, power requirements and battery details. Ask before shipping oversized or unusual samples. Tell the team whether assembly or opening is requested; do not assume that disassembly or destructive work is included.
Give a nominated collection contact when requesting Hold and handover. Freight remains a separate arrangement with your own forwarder or agent.
Specify the evidence and the limits.
Choose photos only or the fuller video-and-measurement package. Identify close-up views or accessible measurement points that matter. Separate the work requested from specialist testing that belongs with an appropriate provider.
It is better to label a point “not assessed” than let a reader assume it was tested. Your brief should make the important exclusions visible.
Use the template or guided form.
The downloadable template collects the product, references, must-be-true checks and handling details in one place. The guided website form prepares an email brief without automatically sending it in the default configuration.
Start with a non-confidential outline. Agree how to share sensitive drawings or unreleased product information before sending them.
Download the inspection brief