Use this sample-basis comparison framework to prepare a clearer RFQ, compare supply options and reduce avoidable changes between sampling, quotation and shipment.
Core principle: The sample basis must be defined in writing: source, lot, sampling method, date, seal, custody and tests.
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Representative sample versus shipment-lot sample
A “sample” can mean very different things, and the difference decides how far an approval extends. A representative sample is drawn to represent a batch or typical production; a shipment-lot sample is drawn from the exact lot being shipped. Approving one does not automatically approve the other.
Side-by-side comparison
| Factor | Representative sample | Shipment-lot sample |
|---|---|---|
| Drawn from | Typical production or a batch | The specific lot being shipped |
| Represents | General conformity and character | That exact consignment |
| Used for | Qualification, reference, trials | Final acceptance of the shipment |
| Approval extends to | The general standard, within variation | The tested lot |
| Residual risk | Future lots may vary | Low for that lot; sampling still matters |
Approval implications
Decide, before ordering, which basis governs acceptance. If a representative sample qualifies the product but acceptance depends on the shipped lot, say so and agree shipment-lot testing. Never assume a courier sample equals the shipment; see evaluating a sample.