A sample note identifies the physical specimen separately from the proposed product. Record its label, date and the issue or subject it is intended to represent. A tine, disc or hopper specimen has a different scope from a complete assembly. Ask the provider to state that relationship rather than using the product name as the sample identity.
Keep appearance observations separate from technical conclusions. A photograph can help locate the specimen and record what was supplied, but does not establish working capability or counterpart fit. If a proposal changes after the specimen is recorded, retain the previous correspondence and ask which parts of the note remain applicable. Do not silently relabel an old sample as the current issue.
Use the empty sample worksheet to capture actual details outside this demonstration. A blank download is a preparation aid, not a received sample record. Bring the specimen identity, represented scope and open question into source handoff. Any real review and acceptance decision needs the responsible parties and their current information.
Keep these fields together
- Specimen ID
- Represented assembly/member
- Issue/date
- Observation source
- Unanswered correspondence
Use the blank source worksheet to record actual information from the responsible provider. Fields are intentionally empty; the fictional collection does not supply a decision, current document or real project record.
Download a blank source register (CSV)