A buyer can ask a Haznedar workshop for two finish samples before choosing one for a larger order. If the sample and quote use different references, it is hard to tell which finish the buyer approved. Test the path with two fictional samples and a quote the team will never send to a real customer.
Identify what the buyer is requesting
Put the material reference and finish name next to the sample option. Explain what size or format the sample comes in, how many pieces are included and any charge the buyer will see. For the trial, choose two visually similar finishes with different references. Ask the tester to request both and identify each one in the confirmation.
Keep the label tied to the request
Ask the dispatch team to match the sample label to the corresponding request line. Put the reference on the label so an approval can be traced even after the two samples are taken out of their package. If a requested sample is unavailable, ask the buyer before sending an alternative and record both references.
Bring the accepted sample into the quote
In the test copy, approve one of the two samples and prepare a quote. Compare the sample reference, finish and date of approval with what appears in the quote. If the final product might differ from the sample, state the expected difference and ask the buyer to confirm the specification before ordering.
Repeat with the other language selected
Open the request, dispatch record and quote in English and French. Translate descriptive names consistently and keep the reference the same. Record the request ID, the two sample labels, the approval and the quoted reference so a colleague can reproduce the result.
Checklist before publishing
- Sample format and charge visible before request
- Physical label matches the request line
- Alternative samples require an explicit choice
- Quote names the approved sample reference