Keep a written specification with the approved sample. It should state the details to measure and the variations you will accept.
The written specification
Record materials, dimensions, tolerances, fill weight, construction, closure, workmanship expectations, labels, packing and carton details. The specification should identify any approved variation rather than leaving it implicit.
The physical reference
Mark the final approved sample clearly and record when it was approved. If packaging is important, retain a reference for the box, bag, insert and label placement too.
Material and colour references
Fabric composition names are not always enough to define hand feel or appearance. Use approved swatches or colour standards where those qualities matter.
The inspection plan
Inspection scope should match product risk, quantity, order value and buyer requirements. Agree when checks happen, what is measured, what sample size applies and how issues will be handled.
Documentation
Identify destination-market documents, material reports, commercial paperwork and packing records before production. Available certifications should be tied to the exact product and manufacturing path, not treated as a general marketing claim.
Keep the approved sample, specification and packaging references with the order record.