Liking a bay leaf sample does not fully define a wholesale order. A useful approval record connects the sample examined to a written product specification and the batch intended for delivery. This proposed workflow helps purchasing and quality teams assess the same product against the same expectations.
1. Define the product before requesting a sample
Set separate expectations for whole leaves, broken leaves and ground product. Is the intended use retail packing, food production or another processing step? Specify quantity, packaging, delivery destination and use. Replace an ambiguous label such as “premium quality” with the characteristics to be assessed. Use the same specification version in the quotation and sample request.
2. Identify the batch represented
CBI recommends representative product samples. Ask the supplier for a sample code, sampling date, batch connection and selection method. If the sample is only a reference for an order yet to be produced, record that distinction. A photograph of selected leaves should not become an acceptance record for an entire shipment. Resolve the identity of an unlabelled sample before evaluating it.
3. Agree acceptance criteria before examination
Define how appearance, leaf integrity, foreign matter, odour and packaging will be assessed. Where numerical limits are needed, agree them for the product format, buyer specification and relevant specialist assessment; do not apply one limit to every bay product. Purchasing and quality owners should record acceptance, rejection or further review with reasons on the same form. Keep sample approval separate from acceptance of price and delivery terms.
4. Match analysis reports to the product
Check the requested report’s product and batch identity, date, method and parameters actually tested. Ask the supplier to resolve missing matches. Do not record a visual or odour assessment as food safety approval, or extend a test result to characteristics it did not measure. The buyer’s quality team should determine the necessary analysis scope. This guide does not certify a particular batch.
5. Preserve the scope of approval
Add the accepted sample code, specification version, approver and date to the order file. If the parties retain a reference sample, agree sealing, labelling, storage conditions and duration beforehand. When the product format, packaging or source batch changes, do not assume the old approval remains valid. Record the change and reassess it.
6. Close the decision at delivery
Compare the received batch code, quantity, packaging condition and documents with the order record. For a discrepancy, segregate the affected goods under your acceptance procedure and inform the supplier with photographs, date and batch details. For example, if reference S-01 was approved but delivery is labelled B-02, first establish their connection. These are illustrative codes. Include format, use, quantity, packaging, destination and sample expectations in a new quotation request to make the discussion concrete.