Record the sample's model, dimensions, materials, finish, package contents, and any agreed tolerances in a written specification. Keep the sample identifiable and photograph its details so both sides can compare it with the later order.
Before accepting the bulk delivery, inspect representative units and check them against the agreed description. Note differences in colour, fit, labelling, or included accessories, and separate questionable goods while the supplier reviews the discrepancy. One sample cannot establish that every item in a batch is identical.
Agree in advance how a mismatch will be handled, who pays for return transport, and whether substitutions are acceptable. Keep the supplier's response with the order record. Update the product listing only after you know which version you have received and can accurately describe it. Agree how many units will be checked after bulk delivery.
