Separate the causes
Approval record survives
Locate dated comments, sample identity and the people who approved each attribute.
Duplicate retained sample
Check whether the other party holds a traceable counterpart with matching identity.
Only photographs remain
Photos may support history but cannot reproduce every handfeel, thickness or colour comparison.
Steps before deciding
- Record the missing sample identity and last known custody.
- Gather approval logs and any sealed counterparts.
- List which attributes can no longer be verified directly.
- Agree a replacement standard explicitly as a new decision.
- Distribute controlled duplicates with ownership and storage records.
Worked example
Hypothetical example: a new cutting is accepted after the original hanger is lost. Date it as the replacement reference; do not claim that it proves the earlier lot matched the lost hanger.
Buyer questions
Can a photograph replace the sample?
Only for attributes the parties explicitly agree it can establish.
Does a replacement erase earlier disputes?
No. Record the limits of what the replacement can demonstrate.
Discuss the evidence with Fred Textile
Ask Fred Textile to check retained counterparts and reconcile the approval register before setting a new reference.
Reference and limits
Fred Textile’s linked reference establishes manufacturing identity. The decision workflows here are editorial guidance, not order-specific inspection results. Hypothetical examples do not establish standard tolerances; agree the order’s criteria in writing.
Fred Textile facilities and manufacturing scope ↗