Put the sample and brief together
Give the sample a revision reference and check it against the same artwork and measurement sheet. If a colour or logo has already changed, make that change visible in the documents instead of keeping two competing versions.
Photograph the front, back, crown, cuff, branding and reverse side. A worn view helps record the intended fit; flat views help show dimensions and construction details.
The approval record
| Area | Record the decision |
|---|---|
| Fit and measurements | Method, actual dimensions and agreed tolerances |
| Yarn | Composition reference and which yarn option was sampled |
| Colourway | Body, cuff, pattern and decoration approvals |
| Logo | Artwork revision, dimensions, placement and attachment |
| Finishing | Joins, cuff, reverse-side comfort and any required checks |
| Packaging and care | Agreed labels, instructions and packing specification |
| Revision status | Approved, approved with defined conditions, or revise and resubmit |
Review the worn hat as well as the flat one
Look at the cuff position and the way the crown sits. Check whether a patch or embroidery changes stretch in the decorated area and whether the logo is readable at the intended placement.
The reverse side also deserves a view. Confirm the attachment, backing or label fold that is relevant to comfort and appearance rather than approving only the front photograph.
Separate a visual approval from a test result
A photograph can record placement or visible finishing. It cannot establish fibre percentages, wash behaviour or a reflective safety rating. Attach the required specifications or test records to those decisions separately.
If a care or performance check is part of the brief, agree the conditions and acceptance method before using its result as an approval.
Close the revision before bulk
List requested changes precisely: for example, the agreed measurement to revise or the artwork version to use. Confirm whether a revised sample or another agreed form of review is needed.
When the sample is approved, link its revision to the final quantity split and written order terms. A later design change should create a visible revision to the production basis.