Freeze the approval package
Record the approved sample code, formula direction, product specification, package and artwork version. Confirm any remaining conditions before authorizing commercial production. A verbal “sample approved” leaves room for different interpretations, especially when formula and packaging were reviewed separately.
Confirm scale-up and materials
Ask how the laboratory sample will be transferred to the planned production process and which checks accompany that transfer. Confirm component availability, incoming inspection and procurement status. Agree how any proposed raw material or packaging substitution will be communicated and approved.
Agree production quality checkpoints
Set out the checks relevant to the product and pack, such as appearance, fill quantity, closure, coding and dispensing. Specify acceptance criteria and the inspection arrangement in writing. A sample reference is helpful, but the production team also needs measurable requirements and a clear release process.
Control changes and traceability
Record the batch identity and link it to the production and component records provided under the agreed scope. If a change is proposed, establish whether it affects artwork, evaluation, cost or timing before accepting it. Keep the approved sample available for comparison during production review.
Release and hand over the shipment
Confirm completion of agreed checks and the required document pack before dispatch. Review carton quantities, shipping marks and transport arrangements. Agree a process for reporting delivery discrepancies or product concerns, including photographs, batch codes and the information needed to investigate.
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