Give every sample a record before it circulates
Log the supplier’s sample ID, the name on the parcel, the proposed use, the date and the person receiving it. Record the formula reference, container and closure separately so a repeat of one component can be recognized across different samples. If the supplier has yet to assign a reference, use an internal receiving code and request the supplier’s reference before any approval is recorded.
- Photograph the physical label with the receiving code visible.
- Record where the retained sample is stored and who can request it.
Use one row per revision in a simple comparison
In a hypothetical review, sample W1 arrives in a temporary pump bottle and sample W2 arrives in the proposed bottle. If the formula is the same, request written confirmation of its reference. Link the container assessment to W2 and specify which observations from W1 can be carried forward. When the artwork is revised, add its file version alongside the relevant sample and mark the earlier proof as superseded.
Turn open questions into review actions
Add a column for the outstanding document or decision, a named owner and the date of the next review. If a supporting document arrives separately, use the formula or pack reference to match it to the correct row. Capture the reviewer’s decision in writing with any conditions for approval. After a change, use the register to identify which decisions depend on the changed component.
- Use statuses such as awaiting sample, under review, revision requested and approved.
- Keep the original version and log the reason it was replaced.