Samples, specifications & batch consistency encyclopedia
Start with comparable samples, then connect the selected reference to written specifications, approved packaging and lot records. A practical guide for buyers of moxa, mugwort and wellness products.
Private label · Supplier coordination · Specification follow-through
Define the product, compare samples and coordinate the agreed product, packaging and inspection records. Start with a question about the product or your project.
How do you move from a sample to a repeatable order? Identify what the sample represents, record the attributes that matter, approve the specification and packaging versions, then check the lot against those references. The four chapters below give you one route from the initial brief to resolving a nonconformance.
Prepared and reviewed by Moxa Sourcing · Updated 14 November 2026
Choose the route for your project stage
FAQ: eight questions from sample to bulk order
| Question | Practical answer | Read more |
|---|---|---|
| What should I specify before asking for samples? | Name the exact format and version, intended use, destination, sample purpose, packaging and comparison questions. Record product and courier charges separately. | Plan comparable samples |
| How do I compare offers with different sample types? | Label each as stock reference, appearance mock-up, functional sample, pre-production sample or retained approved sample. Compare matching configurations and show the evidence gaps. | Compare samples and evidence |
| How does an approved sample become a bulk specification? | Code the reference and connect it to material or formula, dimensions, agreed limits, methods, packaging and artwork versions, approvals and the order. | Approve the sample and specification |
| Which changes need a new approval? | Record proposed material, formula, component, process, site or packaging changes. Agree whether a document, component sample, finished sample or further check is needed before implementation. | Approve the sample and specification |
| What if a new lot has a different colour, smell or behaviour? | Identify the lot and attribute, compare under the recorded conditions and check the agreed limit or retained reference. Investigate the evidence before accepting or rejecting it. | Control lots and resolve differences |
| What belongs in a retained-sample and lot record? | Sample and lot IDs, specification version, dates, supplied units and packaging, observations, method, photos, decision and owner. Keep approved changes connected to the effective lot. | Approve the sample and specification |
| Does sample approval replace batch inspection? | Sample approval chooses the reference; inspection evaluates a production lot against agreed criteria. ISO 2859-1 covers AQL-indexed lot inspection, not development-sample selection. | Compare samples and evidence |
| How should I report a mismatch or defect? | State the order and lot, affected quantity, expected specification, observed difference and supporting photos or measurements. Agree containment, disposition and verification with the responsible owner. | Control lots and resolve differences |
Use one record from the brief to receiving the goods
Copy these fields into your project worksheet. Complete them for the selected sample and order, and keep each file, version and decision connected. These are working fields, not inspection results for a particular product.
| Record | Suggested fields | Decision it supports |
|---|---|---|
| Reference | Project / product code; sample ID; sample state; supplier reference; receipt date. | Which exact unit are we comparing? |
| Controlled specification | Material or formula reference; dimensions, weight, count or fill; method; agreed limits; specification version. | Which attributes control acceptance? |
| Packaging | Components and counts; pouch, bottle or closure reference; artwork version; proof or physical-pack approval. | Which pack has been approved? |
| Decision | Approve, hold, revise or reject; reasons; open conditions; owner; date. | What may proceed, and what remains open? |
| Production and change | Order and lot IDs; approved substitutions; effective version; inspection plan and results. | Does this lot follow the approved version? |
| Receiving and resolution | Carton and affected quantity; expected and observed result; photos; containment; disposition; verification. | What evidence and action close the difference? |
Keep the checks specific to the product family
Moxa-roll dimensions, count and burn observations require a different record from liquid fill or bottle-and-closure compatibility. Patches, eye masks, tools and textiles need fields suited to their construction, packaging and use. Use chapter four to select the relevant checks, then agree the method and limits for the ordered product. Product-family checks →
Development-sample comparison and production-lot inspection are different decisions. ISO 2859-1:2026 describes AQL-indexed lot-by-lot inspection by attributes. QIMA describes inspection checklists tailored to the product. This route therefore does not impose one sample size or acceptance limit on every product. [1] [2]
Which question do you need to resolve now?
- Comparing two samples and unsure whether they are equivalent? Share the product references and the difference that matters to you.
- Like the sample and considering a trial order? Ask which product and packaging fields still need confirmation.
- Noticed a difference in an arriving lot? Start with the order, lot and a description of the difference, then add the photos or measurements you have.
Choosing samples or checking a bulk-order specification?
Start with your question. You can share a product reference or an observed difference when you are ready.
Sources and further reading
This encyclopedia brings together the four existing Moxa Sourcing guides linked above. The working-record fields and difference summary reorganize those guides. Detailed references, images and product information remain in each chapter.
- ISO 2859-1:2026 — Official scope of lot-by-lot inspection by attributes. Checked 14 November 2026; no protected sampling tables reproduced.
- QIMA: Product Inspection Checklists — First-party guidance on product-specific checklist fields; checked 14 November 2026.