Your company’s proposed form says ‘matches the sample’. If colour, packaging and quantity need to be checked, what reference will support each item?
When Reviewing Corporate Gift acceptance criteria before signing an order, start with the words that will guide the checks. For handcrafted fabric gifts, which part of the product does “colour” refer to? That question helps the person preparing the form identify the relevant sample or document.
Find a reference for each line of the form
Kym Việt makes handicrafts primarily from fabric. When considering this type of gift, your company can use the colour question to examine the wording: which part does the form refer to, and what will the person checking it use for comparison? Do not assume that a photograph alone is sufficient to confirm colour.
The text table below uses illustrative descriptions. It is not a Kym Việt acceptance standard or policy. The final two columns are blank for your company to enter actual references and discussion points. Keep only the questions that fit the product being ordered.
For reference only – the supporting references and conditions of use must be agreed by both parties.
Illustrative description | Self-review question | Referenced sample or document | Matters still to be agreed
Correct colour | Which part’s colour does this refer to, and which sample or document is used for comparison? | |
Correct packaging | Which packaging layer or arrangement does this refer to, and where is it specified? | |
Full quantity | What is the counting unit: individual product, set or shipping package? Which document is used for comparison? | |
Read each line separately. For “correct packaging”, identify the packaging element being described before recording the reference document. For “full quantity”, clarify the counting unit; a number on its own does not tell the person checking it what to count.
With a reference sample, what else needs agreement?
For fabric gifts, a sample can help someone observe the characteristics of the fabric section named in a criterion. Documents can record what was ordered. Identifying the sample or document used for comparison answers “what is the reference?”; it does not automatically answer “how will it be checked?”.
Separate those questions. The method of checking and the handling of discrepancies are matters for both parties to agree for the specific order. A single criterion may need a reference sample and documents, together with an agreement on how they apply. Do not assign priority to one document over another without agreement.
Return to the text table and mark the lines for which you have found a reference. For a line you want to discuss further, write a question beside the description, such as: “Does the counting unit on the form match the order document?”. These marks help prepare the discussion; they do not score suppliers or establish that an order is ready to sign.
Your company can share its proposed criteria with Kym Việt for discussion when ordering gifts.