A sample order is most useful when you know what you want to learn from it. Receiving a part that looks correct is a starting point. A better evaluation also records whether it matches the ordered specification, fits the intended installation, and meets the checks agreed for your project.
The aim is to create a repeatable purchasing record that can guide the next order.
## Define acceptance criteria before the sample arrives
Write down the exact model, revision, quantity, accessories, and documents expected. Separate simple receiving checks from technical evaluation. Assign technical checks to a person qualified to assess the component and the intended system.
Choose criteria appropriate to the item. A cable set may need a different evaluation from a flight controller or a propeller. Avoid a generic “quality passed” label that hides what was actually inspected.
## Record the delivery condition and identity
Photograph the outer packaging, the product labels, and the supplied accessories. Check the received quantity against the order. Note visible damage, missing items, or differences from the agreed configuration before installation.
Record serial or batch identifiers when present. Traceability arrangements vary: Mejzlik describes unique serial and product numbers as an additional feature for its propellers. Ask what identification is available for the exact product you are buying rather than assuming it is universal. See [Mejzlik's product information](https://www.mejzlik.eu/product).
## Review the sample against the intended installation
Compare relevant dimensions, interfaces, accessories, and documentation with the approved requirement. Keep observations separate from conclusions: “mounting holes match the drawing” describes a check; “ready for every aircraft” would go far beyond it.
If a discrepancy appears, pause the affected evaluation and ask the supplier to resolve it. Keep the original requirement visible in the discussion so that a change does not quietly become the new acceptance standard.
## Use an appropriate technical evaluation procedure
Functional evaluation should follow the manufacturer's instructions and the procedure approved for your system. Record the hardware, software version where relevant, setup conditions, measurements, and acceptance limits used.
For routine motor-output configuration and checks, PX4 instructs users to remove propellers before testing. Its [actuator configuration guide](https://docs.px4.io/main/en/config/actuators) provides the relevant precautions. This checklist is a purchasing record, not a substitute for the correct test procedure or system-level validation.
## Keep a simple decision record
- **Requirement:** the specification or agreed condition being checked.
- **Method:** how it was inspected or evaluated.
- **Evidence:** photos, document references, observations, or results.
- **Status:** accepted, rejected, or awaiting clarification.
- **Review:** reviewer, date, and any remaining conditions.
A sample can meet a dimensional requirement while another question remains open. Recording those statuses separately helps prevent a partial result from being mistaken for complete approval.
## Carry the approved configuration into the bulk order
Reference the approved model, revision, accessories, and documentation in the purchase order. Agree how substitutions or specification changes will be communicated and reviewed. Define the receiving checks for the bulk shipment separately; a successful sample does not guarantee that every later unit will be identical or defect-free.
**Before increasing the order quantity:** close unresolved sample questions and preserve the evidence behind the decision. That record gives both buyer and supplier a clearer basis for handling the next delivery.
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