Buyer planning guide
How do I match a custom bag delivery to the approved sample and order?
A buyer Q&A for checking delivered canvas totes, backpacks and travel bags against approved samples, artwork, order specifications and carton records.
Which records should I compare when a custom bag delivery arrives?
Use the accepted order specification, the approved sample record, the final artwork approval and the shipment packing list together. Give each document its date or revision reference. A physical sample shows the particular construction and appearance that were reviewed; the written specification identifies the agreed dimensions, materials, features and quantities. Keep any written changes made after sample approval beside those records so the receiving team does not compare the shipment with an earlier design.
Create one receiving sheet for each bag design or order line. Include the sample reference, artwork version, ordered quantity, listed shipment quantity and actual count. Keep canvas totes, backpacks and travel bags on separate lines even when they share the same printed logo. For small-quantity stock non-woven bags, compare against the selected stock item and accepted order description. Do not use a custom sample as the reference for a different stock product.
How should I identify cartons before opening and distributing the bags?
Record the shipment reference and photograph the carton labels before separating the delivery. Match each labelled design, colour or size to its order line. Where a carton contains several variants, record the contents separately rather than assigning the whole carton to one design. Keep the original carton reference attached to the receiving sheet, including when bags are moved into another storage container. This connection helps locate the remaining units if a difference appears later.
Count cartons first, then record the bag quantities actually checked. Distinguish a quantity read from a label from a quantity established by opening and counting. If only part of the delivery has been examined, state which cartons and units were inspected. Avoid describing the entire shipment as checked when the record covers a smaller selection. Keep unexamined cartons identifiable and retain packaging associated with any visible damage or mixed contents.
How do I compare bag dimensions and construction with the approved sample?
Place the delivered bag and the identified approved sample beside the written specification. Use the measurement method recorded for the order: a flat width, a gusset depth and an overall height describe different features. Record where each measurement starts and ends, whether the bag is laid flat or opened, and whether handles are included. Use the same method for both items. A photograph with a ruler can support the record, but does not replace a clear measurement description.
For totes, inspect the specified handle arrangement, gusset, closure and seam locations. For backpacks and travel bags, compare the specified pockets, straps, lining and fasteners. Record the observed feature rather than assigning a material grade from appearance. If the documents do not state a tolerance or construction detail, ask for a written interpretation against the accepted specification. Do not invent an allowable difference or treat an unrecorded preference as an agreed requirement.
What is a useful way to check the printed logo and colour?
Use the final approved artwork and the sample approval notes to identify the intended print position, orientation, wording and number of printed faces. Check each design against its own artwork reference. Record an upside-down logo, missing text or a different print position as a specific observation, with photographs showing the whole bag and the affected area. Include the carton reference so the observation can be traced to the inspected units.
Compare appearance under consistent lighting and record the conditions. A phone photograph or a screen preview alone is not a reliable basis for declaring a precise colour match. Use any physical colour reference or comparison method explicitly agreed for the order. Separate a visible appearance difference from a conclusion about acceptance. Where the approved sample and artwork notes appear inconsistent, preserve both references and request clarification rather than choosing whichever reference supports the preferred outcome.
Can a receiving check establish carrying capacity or material performance?
A visual receiving check records what the inspected bags look like and which specified features are present. It does not establish carrying capacity, durability, waterproofing or another performance claim. Opening a zipper or checking that a pocket is present cannot substitute for an agreed performance assessment. Keep any supplied test documents linked to the exact product description they cover, and avoid extending their conclusions to another design or material.
Do not improvise a heavy-load trial using stock intended for distribution. If the order includes an agreed assessment method, identify who is responsible for carrying it out and retain the resulting record. If performance documentation is absent, list the question separately from visible construction differences. This keeps a receiving report factual: a loose seam is an observation; a statement that every bag will fail at a particular load would require evidence beyond that observation.
What evidence should I send when a delivery differs from the sample?
Prepare one discrepancy entry for each distinct issue. Include the order line, sample reference, relevant specification wording, carton identifiers and number of units actually observed with the issue. Attach an overall photograph and close views that show the difference. State whether the observation concerns quantity, construction, artwork, appearance or transport damage. Avoid combining unrelated observations into a single statement that the delivery is wrong.
Keep affected units identifiable while the discrepancy is reviewed, and record where they are stored. Preserve the original observation and add the written response beside it. Ask for the proposed action to identify the affected design and quantities explicitly. Do not infer a refund, replacement entitlement, reporting deadline or permission to alter the bags from this guide. Those matters depend on the accepted order terms and the written resolution for the particular discrepancy.
How should I close the receiving record before issuing bags to staff or customers?
Give each order line a clear status supported by its evidence: counted, awaiting identification, awaiting a discrepancy response or closed under a recorded decision. Keep receipt, inspection and acceptance as separate entries. A delivery can be physically present while an artwork question remains unresolved. Record who made each decision and the document supporting it, so the distribution team can distinguish checked stock from units still awaiting review.
If replacement bags arrive, connect their shipment and carton references to the original discrepancy and inspect their contents against the same accepted references. Keep the first record intact rather than overwriting it with the replacement count. Pass the final design references and storage locations to whoever will issue the bags. For a later inquiry, reuse the accepted specification and sample identifiers as a starting point, then record new changes explicitly instead of assuming the earlier delivery defines every future order.
Make your shortlist
Prepare carton marks and packing instructions
Prepare a repeat custom bag inquiry
Bakery & café equipment · Restaurant equipment · Send a floor plan · Stock non-woven bags · Custom canvas totes · Custom backpacks & travel bags · Send a bag brief
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What evidence should I send with a refrigeration spare-part inquiry? →
How do I identify custom bag variants and hand them over for distribution? →
How do I match refrigeration service records to the right equipment? →
How do I keep custom bag artwork revisions aligned from approval to packing? →
How do I hand over the right refrigeration installation document versions? →
How do I reconcile equipment accessories against the packing list? →
What should I hand from the refrigeration receiving team to the installer? →
How do I check equipment quotations against revised drawings? →
What should I include in a commercial refrigeration replacement brief? →
How should I review a physical custom bag sample? →
What belongs in a commercial refrigeration service handover? →
How should I review a custom bag artwork proof? →
How should I compare commercial refrigeration proposals? →
Stock or custom bags: what should a buyer put in the inquiry? →
Voltage & plug guide for commercial refrigeration →