Buyer summary
What to prepare before an RFQ
- Identify the sample, drawing revision and order scope before recording an approval decision.
- Compare the sample only against criteria and checks defined by the buyer or project owner.
- Record differences, open questions, approval authority and any scope limitations.
- Tie repeat orders to the approved configuration and review changes before reusing the approval.
Common mistakes
Details that often cause RFQ rework
Approving an unidentified sample without its drawing revision or quotation configuration.
Treating a visual fit check as proof of performance or compliance that was not assessed.
Recording approval without naming the approver, date, quantity scope or open deviations.
Using an old approval for a revised cable, fitting, material, process or application.
A cable assembly sample should become a controlled reference only after the buyer identifies what it represents and what the approval covers. Record the sample identity, drawing and quotation revisions, intended configuration, acceptance criteria, open differences and decision owner before releasing a repeat order. “The sample looks fine” is not a complete production reference when the dimensions, interfaces or approval scope remain unclear.
This guide describes a buyer-owned documentation framework. It does not claim that Gosor follows a particular sample build, test or approval process. The buyer or project owner defines the required checks and approves the application. For existing-part identification, see How to Match a Cable Assembly from a Sample; for drawing fields, see OEM Cable Assembly Drawing Review.
1. Identify the sample and the documents it represents
Give each sample a stable identifier and record the date received, project or purchase reference, configuration and quantity it represents. Link it to the drawing revision, quotation line or specification that will control the order. If a sample contains a temporary or unapproved part, label that difference rather than letting the physical part silently override the document.
For a cable assembly, the reference may include the cable body, housing or coating, length reference points, End A and End B, mating hardware, labels and packaging where those details matter. The OEM and Manufacturing Applications page provides the appropriate project context for a drawing-led request.
2. Define what approval means
Before inspection, state which questions the sample is intended to answer. That may include configuration identity, fit to a mating part, dimensions shown on a drawing, appearance, movement direction or a buyer-defined functional check. A sample cannot prove criteria that were never defined, and an approval should not be assumed to cover a different machine, model, quantity or operating condition.
Keep distinct review stages separate. Document review confirms which revision controls. Sample review compares the physical part with agreed requirements. In-equipment validation addresses the buyer’s own installation and operating context. A project may need one, several or all of these, but the record should say which decisions were made.
3. Compare the sample against controlled references
Use the agreed drawing, specification or sample record as the comparison basis. Note each dimension with its reference faces or centerlines, and record whether an observed difference is within a buyer-defined limit, accepted by deviation or still open. Do not insert a tolerance simply because a measurement tool displays a precise number.
Check the interfaces that affect assembly fit: the cable and housing ends, terminal orientation, threads or mating features, mounting supports and any adjuster or retaining part. If the assembly moves, compare only the positions and function included in the approved scope. The buyer should provide the relevant procedure and ensure the equipment is safe for the review.
The sample’s appearance alone does not establish hidden construction, material grade, load capability, service life, certification or regulatory compliance. Request only evidence that is defined by the project, and keep any item not confirmed by the record explicitly open.
4. Record differences and open decisions
Create an issue list that names the requirement, observed difference, owner and disposition. A difference can be accepted for a stated scope, corrected in a revised sample, or held for more evidence. Avoid writing “approved” while unresolved changes are still assumed to be understood.
For each open item, identify who has authority to decide it and what evidence is needed. If an approval is conditional, state the condition and the order or model to which it applies. Keep the previous version available so the team can tell what changed.
Where the buyer requires records or inspection documents, identify them before release. The Quality Check and Documentation service page can be used to frame a documentation request, but the project must define the evidence and any applicable acceptance criteria.
5. Freeze a repeat-order baseline
When the buyer approves the sample for repeat production, the record should point to a reproducible baseline. Include:
- Sample identifier and the reference location or retained-sample owner.
- Drawing, specification and quotation revisions.
- Approved configuration and the relevant cable, housing and terminal details.
- Order scope, equipment model or project variant covered by approval.
- Acceptance evidence, accepted deviations and any limitations.
- Approver, decision date and required records.
- Changes that require the buyer to review the baseline again.
Future orders should cite the same identifier and revisions. If a cable, fitting, material, process, route, equipment interface or acceptance requirement changes, the project owner should decide whether the approval still applies. Do not assume that an earlier sample decision transfers automatically to a changed configuration.
Sample approval handoff
For a new assembly, a drawing or measured sketch can establish the intended configuration before the sample is reviewed. For a replacement request, the original sample and route help explain what must be matched; they do not automatically define the desired new requirement. The Drawing-Based Cable Assembly service and sample-matching path address different starting points, so state which one applies.
A concise handoff is better than a long unstructured email: attach the controlled revision, sample ID, comparison record, issue list, approval decision and the quantity or variant covered. Then submit the purchasing request through Request a Quote with any required documentation and packaging fields.
Common mistakes
Approving an unidentified sample makes the decision difficult to reproduce. Treating a visual match as proof of functional or safety requirements overstates what was checked. Failing to record the approver, scope and revision leaves later orders open to interpretation. Reusing an old approval after a meaningful change can make the physical sample and the current order describe different configurations.
FAQ
Does sample approval mean the assembly is suitable for every application?
No. Record the application, configuration and order scope covered by the buyer’s decision. The sample does not establish untested or unapproved use conditions.
Who sets the acceptance criteria?
The buyer or responsible project owner defines the required checks, limits, evidence and approval authority. A supplier should not infer missing acceptance requirements.
Can a visual sample review approve hidden performance?
No. Visual review only addresses the agreed visual scope. Other requirements need their own defined method and evidence.
What happens when the assembly changes?
Record the change and ask the project owner to decide whether the previous approval remains valid or additional review is needed. Do not assume all changes require the same response.