Approve the exact model and configuration
A sample approval should identify the complete model number, selected size, finish and included components. A desk image alone does not confirm whether a return, pedestal, privacy screen, cable box or matching cabinet is included in the commercial order.
Use the same reference on the sample record, quotation and purchase order. If the sample differs from a catalogue configuration, describe the approved change instead of shortening the reference to the base series number.
- Complete product model
- Selected reference dimensions
- Finish or colour reference
- Included storage and accessories
- Approved change notes and revision date
Check visible quality and functional details
Review the assembled sample from the buyer's actual use case. Confirm worktop alignment, edge finish, drawer and door movement, hardware position, screen or modesty-panel fit and the stability of the completed configuration.
Record each finding with a labelled photo and a pass, correction or confirmation status. Measurements should be taken from the approved sample or current factory specification; do not copy a size from a related model merely because the designs look similar.
- Worktop, edge and panel finish
- Drawer, hinge and lock operation where included
- Leg, frame and connector alignment
- Cable access and screen position where included
- Overall size and component count
Connect sample approval to packing and production
The approved product must be translated into production and packing controls. Confirm which parts are packed together, how hardware is identified and whether the assembly instructions match the final configuration.
For mixed-model orders, keep one approval record per model and finish. Final carton dimensions, carton count and loading estimates should be confirmed from the production packing data rather than inferred from the assembled product size.
- Part and hardware identification
- Assembly instruction reference
- Protection for tops, panels and edges
- Carton number and marks when confirmed
- Production sample or approved change record
Related verified pages
Turn the guide into a model quotation.
Send model numbers or a room schedule, quantities, destination and timing. BG will confirm the next commercial step.
Prepare an RFQ ↗Frequently asked questions
Can one approved sample cover several related office furniture models?
Only when the shared parts and allowed differences are documented. Each different model, size, configuration or finish should remain separately identifiable in the order and approval records.
Should an importer approve packing from product dimensions?
No. Product dimensions describe the assembled furniture. Packing approval needs the confirmed cartons, internal protection, hardware location and package data for the final configuration.
What evidence should be kept after sample approval?
Keep the complete model, size, finish, component list, labelled photos, correction notes, approval date and the matching quotation or specification revision.