Before a purchase order goes out, sign off four things in writing: which bottle the sample stands for, which closure it was checked with, which decoration reference was reviewed, and what packing was assumed. Anything the sample does not actually demonstrate belongs on an exception list with a named owner, not inside the approval. A photo can settle the look of a pack; it cannot show that the quoted bottle, cap, finish and pack-out are the ones you approved.
What an approval record has to identify
An approval is only as good as its description of the sample. Open the record with the project name, the date the sample arrived, the supplier's reference, and the drawing or RFQ version the sample is supposed to represent. Say plainly whether it comes from a stock bottle, a custom drawing or a modified component, so nobody has to guess later.
Then list, using only references that exist today:
- the bottle reference or drawing tied to this sample;
- the application and fill format the buyer has currently approved;
- the cap, stopper, pump, dropper or other closure used during review;
- the label, decoration or surface finish reference looked at alongside it;
- any secondary-pack or handling assumption that influenced the decision;
- each unanswered question and the person expected to answer it.
Written this way, the record cannot be stretched months later to cover a bottle or component that differs from the one reviewed, and someone joining the project can tell at once what is firm and what is conditional. If you are unsure whether your project sits on the stock or the custom route, our overview of custom glass bottle projects explains the difference; the two routes call for different records even when the samples look alike.
The checks to make on the sample
This checklist picks up where inspection ends. For the inspection side itself, see our guide to inspecting glass bottle quality; what follows is about what you commit to afterwards.
Bottle and closure together
When the pack includes a closure, the bottle is not approved alone. Confirm three points with whoever supplies or coordinates the parts: that the sample carries the intended neck finish, that the closure on the table is the one being specified, and whether further testing or plant confirmation is still outstanding. Name the closure reference and record who confirmed it, because a spoken reassurance leaves nothing to check against.
A cap that looks right on the sample says nothing about formula compatibility, seal performance or behaviour on a filling line. Where that evidence is missing, write Confirm with factory against the item and leave it open.
Appearance
Note exactly what was looked at: the bottle profile, glass colour, how the finish appears, where the label sits, the decoration area, and how the components relate to one another. A colour, print method, surface effect or measurement that neither the sample nor an approved document shows should not be approved; mark it open instead.
Visual and technical decisions also stay on separate lines. You might accept label placement while final artwork is pending, or accept the shape while a closure confirmation is still awaited. A catalogue page such as our liquor glass bottle range is handy for recognising an existing format, but it is context only and never stands in for the sample, drawing or component reference the supplier has to confirm.
The exception list and release conditions
An exception list does not mean the project is behind. It is where missing information is kept in view so that it cannot turn into a silent assumption once the order is placed. Releasing a PO should never close a point by default simply because the remainder of the pack is ready.
| Decision area | Approved reference | Open point | Owner | Release condition |
|---|---|---|---|---|
| Bottle | Sample or drawing ID | Any measurement not yet confirmed | Buyer and factory | Factory confirmation on record |
| Closure | Component reference | Fit, or who is responsible for sourcing | Component owner | Bottle and closure confirmed as a matched system |
| Decoration | Artwork or visual reference | Review of method, colour or placement | Design owner | Production review completed |
| Packing | Pack-out reference | Protection and shipment scope | Supplier | Scope stated in the quote or PO |
Word each release condition as a piece of evidence that anyone handling the order can read and verify, not as an outcome you expect. Claims nobody has verified stay off the table.
Full approval, conditional approval, or a request for clarification
Sign-off does not have to be all or nothing. You can accept the visual reference and still hold the order until the closure, artwork, packing or specification evidence arrives. Recording that as a conditional approval keeps the accepted points and the pending ones apart.
When you do release, send one package: the current sample record, the RFQ version, the exception list and the supplier's response. If you would like help building that record, send us the bottle reference and your open questions.