After receiving brake pad samples, buyers may treat a familiar appearance, a dimensional record and a test report as a combined green light for a bulk order. A better starting point is to identify what each document demonstrates, which product revision it covers and what remains unresolved. This guide is a purchasing checklist, not a repair procedure, universal acceptance specification or guarantee of product conformity.
1. Identify the purpose of the sample
Ask whether the sample is for appearance review, dimensional checks or approval of the proposed production specification. These serve different purposes. A customer part number on the package does not establish that materials, accessories and production conditions have all been agreed.
Create a submission record with the customer SKU, supplier part number, sample identifier, quantity, dispatch date, drawing or specification revision and agreed material specification identifier. Mark unresolved items as pending rather than silently carrying over information from an earlier submission.
2. Divide the review into four groups
- Product identity: Confirm that the sample, drawing and purchasing list refer to the same product revision. Matching reference numbers do not establish that every dimension and configuration is identical.
- Construction and configuration: Record the dimensions, backing plate and accessories that require review against the agreed specification. Agree on acceptance criteria, measurement methods and responsibilities in advance.
- Material and performance evidence: Define which reports are required, who supplies them and which product and material specification they cover. Do not infer friction formulation or braking performance from color or appearance.
- Delivery definition: Confirm the sales unit, accessory quantities, markings and packaging revision. For packaging review, see our packaging and batch traceability checklist.
3. Read the scope of a report before its conclusion
A report should have a clear relationship to the sample or product specification under review. Check its identifier, date, sample identification, test method, results and assessment criteria. If it covers a different product, formulation or revision, request an explanation of its relevance rather than assuming that it covers the present order.
When a conclusion says passed or compliant, establish which requirement it addresses. One result does not establish that all performance, vehicle fitment or destination-market requirements have been covered. If technical interpretation is needed, involve suitably qualified technical personnel or a testing organization. Do not substitute uncontrolled road use for the agreed verification process.
4. Record what the approval actually allows
Consider recording each review item as confirmed, awaiting documentation or requiring resubmission. For example, approved appearance with outstanding performance evidence should not become unconditional approval of the entire sample. State the product revision and intended scope of the decision.
A practical approval record can include:
- Product and sample identifiers, specification revision, review date and responsible person;
- Review items, supporting document or report identifiers and conclusions;
- Open issues, next actions and agreed completion dates;
- The next stage authorized and anything excluded from the approval.
If a customer project requires PPAP, agree on its submission scope and customer requirements separately. AIAG describes production part approval in relation to engineering design records, specifications and consistent actual production. An ordinary sample-receipt sign-off should not automatically be described as completed PPAP.
5. Reference the agreed revision in the bulk order
The order should reference the final agreed product specification and supporting records, not just say manufacture according to the sample. Both parties can agree to retain identified reference samples alongside the document revisions. A physical sample alone cannot express every technical requirement.
If the material specification, construction, accessories or other approved conditions change later, establish what is affected and whether additional review or new samples are needed before updating the order basis. The aim is not to prescribe one process for every change, but to avoid buyer and supplier working to different revisions.
Does sample approval replace receiving checks?
It should not automatically do so. Reviewing a sample and checking a particular delivery are different activities. Agree on receiving checks, records and discrepancy handling before ordering, rather than waiting until goods arrive to discuss acceptance criteria.
Prepare the next sample discussion
Bring together your part references, drawing revisions, review items and outstanding questions. Submit them through our inquiry form or explore our OEM and private label services. Sample arrangements, verification documents and production conditions remain subject to project review and agreement.
Editorial note: This is an original BAOTAI purchasing guide with a conceptual illustration. The general production part approval concept was checked against AIAG’s official PPAP overview on September 14, 2026. This checklist does not replace fitment verification, technical assessment or checks of applicable requirements.
