Briquette sample approval in writing, before production

In contract making, the sample is a small promise from the maker: “production will look like this.” The trouble starts when the promise is only spoken. Three months on, the first production run arrives and feels different. The brand owner says it does not match the sample; the maker says the sample was approved. With no record, both sides feel right.

A briquette sample approval sheet closes that gap. It does not have to be long, but it must be signed before production begins.

What exactly is being approved

“Sample approved” can mean many things. Split it into five parts and word each so that it can be checked.

Shape and size. Name the mould and give measured sizes: length, width, thickness, and whether there is a hole. Add the tolerance if you have discussed one. Kora lists nine moulds; write the one you chose exactly.

Grade and quality figures. State the grade you asked for. If you want to point to a particular figure, write the figure, the test method and the basis (as received or dry). Keep in mind that the laboratory report Kora shows covers grade B samples only. Do not write a grade A figure as though it were proven when no report exists.

Burning behaviour. Write how you will judge it: the equipment, the number of briquettes and what you will look at. For example: “two runs on a customer’s grill, embers ready in the time we record.” This is not a contract figure but an agreed way of judging.

Packaging. Inner pack, outer carton, printing and closure. Attach a physical example or an artwork file with a version number.

Appearance. Photograph the sample from several sides beside an object of known size. These photos become your reference when you open the first production carton.

Who signs

Two parties, one person each, with authority. On your side, whoever can say “yes, this is our product.” On the maker’s side, whoever can ensure production follows the sample. Put names, date and the sheet’s version number. If anything changes afterwards, make a new version and sign again rather than editing the old sheet.

The reference sample you keep

Ask the maker to keep one sample identical to the one you approved, labelled and dated, while you keep a second. With twin samples, an argument about “is it the same as the sample” can be settled by comparing the first production run with the samples each side holds. State how long the reference sample is kept.

What happens if the first run differs

Write the handling route on the same sheet so it is not argued while you are disappointed:

• Who inspects the first production run, and where (at the plant or on arrival).
• Within how many days of receipt an objection must be raised.
• What counts as enough proof: photographs, weighings, burn results you recorded.
• What comes next: a re-check, a corrected lot, or a talk about settlement.

We give no day counts or compensation here because those belong in the quotation and contract, not on this page. What matters is that the route is on paper.

Often forgotten

• A change of binder or raw material. State that such a change needs your approval first.
• A sample from a different lot. Ask which lot the sample came from and whether production uses material from the same source.
• The counting unit. Is a carton defined by net weight or by number of pieces? Write one, or both.

One page is enough

The briquette sample approval sheet need not run past a page, so long as the five parts are filled in. Keep it with the quotation. It is the first document you open if the first production run arrives and you have doubts.

Start from the brief

The sheet is drawn up after the brief. Read the private label briquette page to see what Kora states on grade, shape and pack, then send your first brief through the contact page. We reply within two business days and can go through the approval sheet with you.