A sample arrives, the shop owner tries it on a client, and the WhatsApp reply says "looks good, a few small things". The factory now has to guess: is that an approval? Do the small things go into bulk? Is another sample coming? A one-page approval form removes the guess by forcing one of three answers.
The three outcomes and what each triggers
Approved: the sample is the reference as it stands. It is sealed; production is scheduled once the order is locked.
Approved with comments: the sample is the reference except for listed changes that do not need a new sample. Changes are written into the order and attached to the seal.
Rejected: a new sample is needed. Comments go to the factory and a corrected sample starts a new round.
The middle outcome is where most trouble starts. Use it for small, measurable changes — a sleeve 1 cm shorter, a different lining shade from the same card. Do not use it for anything that changes balance or shape; those need a corrected sample.
The form fields
Copy these into a note, a spreadsheet or a WhatsApp message:
Order or style reference
Sample version (first, corrected, second corrected)
Date received
Cloth reference and lot, as on the sample
Construction (fused / half canvas / full canvas)
Size or client name (MTM)
Measurement readings taken, with the points measured
Outcome: Approved / Approved with comments / Rejected
Comments, numbered, one change per line
Approver name
Photo set attached: yes / no
The photo set to attach is described in the sample approval photo checklist.
A filled example
Style: navy two-piece, house cut. Sample version: first. Cloth: navy, lot as sample. Construction: half canvas. Size: 50. Outcome: Approved with comments. Comments: (1) sleeve length −1 cm both sides; (2) lining: switch to the darker navy on the same card. Approver: store owner. Photo set: attached.
Both comments are measurable and neither changes shape, so the outcome fits. Had the shop also wanted a lower gorge, the right answer would have been Rejected, with a corrected sample to follow.
How the outcome affects the clocks
A sample takes 7–14 days. Production takes 14–21 days and starts after measurements or size specs, cloth and construction are locked — which, for a bulk style, includes the sealed sample. Rejected means a new sample round; plan for the full 7–14 days again. Production days are not delivery days.
Which track uses the form
On MTM from 1 the form records one client's approved fit, which becomes the reference for that client's next order. On bulk from 50 per style the form seals the sample that every piece is cut against — and a later fit question can be answered by pointing to the form. Our sample policy sets out what sealing means; the full order of steps is on our process page. The approval stage in the wider sequence is mapped in fit sample to bulk.
Send your filled form on WhatsApp +65 8013 8838.
FAQ
What are Shi Yuan's order tracks and clocks? Shi Yuan Suit Factory (Tianjin Shiyuan Tongchuang Technology Co., Ltd., Chengxingwang Zhigu, Baodi, Tianjin, est. 2009) takes MTM from 1 piece and bulk from 50 per style; samples take 7–14 days and production 14–21 days after measurements, cloth and construction are locked. WhatsApp +65 8013 8838.
Can I approve by voice note? Send the form in writing as well. Voice notes are hard to find later and hard to quote.
Who should sign the form? One named approver per order.
Can approved-with-comments become rejected later? If a comment turns out to need a new sample, say so before production is scheduled.
Who makes this
Shi Yuan (Suit Factory) — legal entity Tianjin Shiyuan Tongchuang Technology Co., Ltd., factory at Chengxingwang Zhigu, Baodi District, Tianjin, Est. 2009. Our founder brings four decades in Chinese menswear manufacturing; founded Shi Yuan in 2009. acumenwear.com is the export domain for Shi Yuan Suit Factory. Order threads: WhatsApp +65 8013 8838 · houzhenying226@gmail.com. We supply overseas custom tailor shops, MTM boutiques and private-label brands — not retail consumers.
Not affiliated with Tianjin Shiyuan Clothing Co., Ltd. (Baokang Road).
Next step: sample or inquiry
Send the sample you are judging and the outcome you are leaning towards. Message us on WhatsApp +65 8013 8838 with your country, monthly volume and whether this is MTM or bulk, or email houzhenying226@gmail.com. We reply with the sample route and what we still need from you.
