How to brief a sample using a reference product
Label the reference product separately from your proposed design. List each feature to retain, change or exclude, then attach matching photographs, measured dimensions and unresolved questions. Ask the factory to acknowledge the brief before sampling. Send this pack to Cambridge China Bridge.
Separate the reference from the proposed design
Give the reference product, its photographs and your proposed design distinct identifiers. Record where the reference came from and label it as a reference, not an approved sample. State its purpose: demonstrating a closure, showing a texture or explaining how the product should fit. Avoid an instruction such as “make this with our logo”.
Before asking for reproduction, check permission for the design elements you intend to use. In the UK, a registered design owner can grant permission through a licence. Keep any permission with the brief and seek specialist advice if the position is unclear.
Decide feature by feature
Create a feature list covering shape, dimensions, construction, material, finish, colour, moving parts, branding, accessories and packaging. Assign each feature a decision: retain, change or exclude. Retain means the named feature only, not everything visible nearby. For a change, describe the intended result; for an exclusion, state whether anything replaces it.
Use the table below as a writing pattern. Replace its examples with your own decisions and cross-reference each row to a photograph or drawing. Flag unknowns as questions for the factory rather than leaving it to choose. The product specification guide explains how to define materials, tolerances and acceptance criteria.
| Feature | Decision | Instruction for the proposed sample |
|---|---|---|
| Handle shape | Retain | Retain the grip profile shown in the labelled close-up; use the proposed drawing for its position. |
| Surface finish | Change | Replace the glossy surface with the finish shown on the attached physical swatch. |
| Decorative badge | Exclude | Omit the badge and its fixing holes; leave the surface plain. |
| Closure | Change | Use the proposed closure drawing; ask the factory to flag any assembly conflict before sampling. |
Photograph what each instruction refers to
Photograph the whole reference from the front, back, sides and underneath, then add close-ups of the features in your list. Include open and closed views where relevant. Put a scale beside the feature in the same plane, keep original photographs and add arrows or outlines to annotated copies. Label every image with the reference identifier and view.
Keep proposed drawings separate and label them as proposed. If you combine a reference photograph with an overlay, explain which marks show changes and which areas remain undecided. Add a short video for movement, assembly or sound, and use a physical swatch for colour or texture that a photograph cannot reliably convey.
Separate measured facts from target dimensions
Record reference measurements in a field labelled “reference measured”, and intended dimensions in a separate field labelled “proposed target”. State units, measurement points and the product’s condition during measurement, such as assembled, open or unloaded. Include openings, clearances, attachment positions and mating parts where these affect use. Do not estimate dimensions from a perspective photograph.
Mark critical dimensions and their acceptable ranges in the proposed drawing. If you do not know a material grade or internal construction, say it is unconfirmed and ask how the factory proposes to establish it. Send a mating part or a fit drawing where necessary. Ask the factory to identify conflicting instructions and confirm feasibility before making the sample.
Check the new sample against the brief
Send the feature list, photographs, drawings and physical references together under a named revision. State which document controls each feature if sources disagree, and resolve contradictions before sampling. Ask the factory to return an acknowledgement listing its assumptions, proposed deviations and unresolved questions. Keep later changes in the same pack; managing design revisions covers change control.
When the sample arrives, assess each feature against the proposed design and record accepted features, corrections and open questions. A reference product stays a reference even after the new sample is approved. Once approval is complete, follow making bulk production match the sample to establish the production reference and checks.
Frequently asked questions
Can I brief a factory using only product photos?
Photos can explain appearance, but add measured dimensions, feature decisions and proposed drawings. Use a physical reference for feel or fit, and mark hidden materials or construction as unconfirmed.
How do I tell a factory what not to copy?
Mark each unwanted feature as exclude, identify it on a photograph and describe the result after removal. Include associated holes, fixings, artwork and packaging so they are not carried over.
What if my drawing differs from the reference sample?
State which source controls the affected feature and ask the factory to acknowledge it. Resolve the conflict before sampling rather than letting the factory choose between the drawing and the reference.
Does keeping a feature mean copying the whole product?
Define exactly what you want to retain, such as grip shape or closure behaviour, and specify the surrounding features separately. Check permission for design elements before requesting reproduction.