1. Freeze the requirement
Issue a dated requirement version covering intended use, destination market, performance metrics, methods, battery and charging, dimensions, controls, documents, branding, packaging, quantities and schedule. Mark unknown items as open rather than filling them with assumptions.
2. Give every sample a configuration identity
| Configuration group | Minimum record | Typical impact |
|---|---|---|
| Air system | Motor, impeller, duct, grille and firmware mode | Air speed, airflow, pressure, noise and temperature |
| Power system | Cell, pack, protection circuit, PCB, charger and cable | Runtime, charging, heat, transport and safety scope |
| Mechanical | Housing revision, material, fasteners and seals | Fit, durability, user contact and appearance |
| User interface | Buttons, display, modes, indicators and cutoff behavior | Operation, labeling and instruction accuracy |
| Delivered set | Accessories, labels, manuals, packaging and carton | Completeness, protection, compliance and logistics |
3. Verify the identified sample
Test the exact sample against the written acceptance criteria. Each result should state the sample identity, method, instrument, conditions, reviewer, date, value, allowed variation and pass/fail decision. Record exceptions and re-test status instead of silently replacing a failed sample.
4. Approve the connected document set
Confirm that the specification, bill-of-material reference, test records, model-document matrix, labels, manual, declarations, packaging artwork and quotation all describe the same approved configuration. A correct document for a different version does not close the gap.
5. Release a controlled golden sample
- Assign a unique approval code and date.
- Photograph identifying features and retain the configuration record.
- Define which physical sample is held by each party and how long it is retained.
- List approved deviations, cosmetic limits and unresolved conditions.
- State whether the sample is the production standard or only an engineering reference.
6. Bind production release to inspection
Before mass production, confirm inspection level, sample size, critical and cosmetic criteria, functional tests, packaging checks, treatment of nonconformities and release authority. The current signed specification and purchase agreement control price, MOQ, lead time, warranty and delivery obligations.
7. Control changes before implementation
Editorial or administrative
Document corrections that do not change the product still need revision history and distribution control.
Cosmetic or packaging
Assess artwork, appearance, protection, marking, labeling and logistics consequences.
Functional component
Motor, impeller, cell, PCB, firmware, charger or housing changes require targeted technical and evidence review.
Regulatory or safety critical
Do not implement until applicable tests, documents, notifications and approvals are resolved.
Approval record to retain
Keep the requirement version, sample identity, configuration matrix, results, exceptions, artwork, packaging, reviewer names, approval date, production release and every later change request in one controlled project record.
“Same appearance” is not a change-control decision. The decision must identify what changed, what evidence remains valid and who accepted the residual risk.