Use one numbered change log for each lingerie sample version. Identify the actual sample, describe the issue at a precise location, record the requested change and leave a separate space for the supplier’s response and the buyer’s decision. A comment sent is not a change completed, and a revised sample is not automatically approved.
Start with a sample identity that survives forwarding
Put the style or SKU, sample version, sample size, color reference and review date on the first line. Repeat that identity on the photo folder and measurement sheet. If the sample uses a substitute material, label that fact; approving its shape does not approve a fabric that has not been reviewed. Our OEM and private-label service describes sample development before specification approval. This log is a buyer’s working document for that stage, not a promise that every requested change is feasible.
Copy this blank change record
- Record header: style/SKU ___; sample version ___; size ___; color/material reference ___; reviewed on ___.
- Issue ID and location: ___; identify the panel, seam, strap attachment or label position.
- Evidence: photo filename ___; annotated location ___; measured value ___; unit and measurement method ___.
- Requested result: ___; distinguish a correction against an agreed specification from a new design request.
- Supplier response: feasible / alternative proposed / clarification needed ___; quotation or timing effect, if any ___.
- Next sample evidence: version ___; corresponding photo or measurement ___.
- Buyer decision: accepted / revise / pending ___; approver and date ___.
Keep one issue per record. “Change the strap and the lining” mixes two decisions that may have different outcomes. Give each its own ID and keep the IDs unchanged when the log is revised.
Make comments measurable without inventing tolerances
“Too long” leaves the measurement point unclear. Identify where the measurement starts and ends, whether the garment is relaxed or stretched, and which agreed size chart you are comparing. Ask the supplier to confirm a proposed change before treating it as approved. Do not add a universal tolerance: the relevant value must be agreed for that construction and measurement method.
Keep preference separate from nonconformity. A new neckline preference is not evidence that the earlier sample failed the original brief. This distinction helps both parties discuss price, pattern work and timing without losing the original requirement.
Close each issue against the next version
Review the next sample against the numbered log, not against memory or a new photo with an unclear date. Mark unresolved items as pending. If a change affects another detail, add a new linked issue instead of erasing the old response. Archive superseded files and send one clearly named current version to everyone involved.
What does approval cover?
A photograph can support an appearance decision, but it does not prove fit, handfeel or stretch recovery. State the checks actually performed and list what remains open. The broader sampling process guide explains those review stages; this page supplies the change-by-change record.
Ready to discuss a revision? Send a private-label inquiry with the style reference, current sample version, target quantity and numbered issues. Ask for written feasibility and quotation confirmation before authorizing the next step.