Free Sample Approval Checklist (Excel and PDF)

A clear way to review a garment sample against your spec and record whether to approve it.

By Apparel Search · Updated October 2026

Use this checklist when a sample arrives from the factory. The Excel version compares your actual measurements with the spec and tolerances and marks each one Pass or Check, tallies the fit, construction and quality items, and records your decision. The two-page PDF is a blank printable copy for the table or the fitting room.

Free downloadDownload Excel checklist (.xlsx)Download printable PDFFree to use in your own business. Please do not sell or republish the file as your own. Opens in Microsoft Excel, and can also be opened in Google Sheets or LibreOffice, though some formatting may differ. The sheets are protected without a password so formulas and the Apparel Search credit are not overwritten by accident. To customize, choose Review > Unprotect Sheet.

Learn the process in our guide to running a fit session.

1. Fill in the sample details

Enter the style, sample stage, round, size reviewed, factory, reviewer and date.

2. Measure and record

Enter each spec and tolerance, then the actual measurement. The sheet calculates the variance and shows Pass or Check.

3. Review fit, construction and quality

Work through the list and mark each item Pass, Fail or N/A, with comments. Add your own items.

4. Record the decision

Choose Approved, Approved with comments or Resubmit, and list the required changes. Send them to the factory the same day, with photos.

Common mistakes

Judging by eye and skipping the measurements.
Recording vague comments instead of specific changes.
Approving without writing down what was approved.
Using the checklist without a clear tech pack to compare against.

Questions

Is this sample approval checklist free?

Yes. It is free to use in your own business. Please do not sell or republish the files as your own.

How does the Excel checklist judge measurements?

It subtracts the spec from the actual measurement. If the result is within the tolerance, it shows Pass, and otherwise Check.

Can I print it?

Yes. The PDF is a blank two-page copy, and the Excel sheet can also be printed.

Does it cover labels and compliance?

Only placement. Label contents and compliance requirements differ by market, so confirm them separately.

Keep going

For general information only. These templates are starting points for general use and are not legal, financial or compliance advice. Confirm specifications and requirements with your factory and qualified professionals. Apparel Search does not endorse any company listed in its directory. See our Legal page.