Marketing wants a more visible logo. Design wants to keep the layout. The order lead needs to know when the next sample could be ready for review. If each person messages the factory separately, the sample maker has to work out which instructions have been agreed. Group feedback by detail, assign a decision-maker and send one set of instructions for each revision round.
Group comments by detail on the same sample
Start the review by sharing the same photos and sample ID with everyone. If you are reviewing two sizes or samples at once, put the ID in the photo filename and in each comment. Ask reviewers to identify the location, what they see and what outcome they want. For example, “the logo is hard to recognise in the front view” describes a problem. Enlarging it, changing the thread colour or moving it are options to consider afterwards.
The person collecting feedback groups comments about the same spot so that two observations about the logo become one decision. Use the plush sample approval checklist to help reviewers identify what to inspect on the sample.
Who collects feedback and who makes the decision?
The feedback lead clarifies vague comments, flags conflicting requests and keeps the version sent to the factory. The approver makes the decision or takes it to the person who can. One person can fill both roles. Agree on the roles at the start of the round and name the contact who will answer questions from the factory.
- Agreed: record what should change or stay, with the relevant photo or drawing.
- Factory input needed: state the goal, what must stay and the specific question you need answered.
- Internal decision pending: record who will decide and by when. If the open item affects work already agreed, say whether the factory should wait or can handle that work separately.
When comments conflict, return to the original requirement. If the brand team has approved the logo position, keep it as the reference and ask the factory how to improve legibility there. If the position is flexible, the approver can choose a direction or ask the factory to compare options before deciding.
Example of one mascot revision brief
In this hypothetical example, the team is reviewing plush frog sample M01. Marketing wants the belly logo to read more clearly. Design wants to keep it in the area marked in the photo. The team agrees to keep the position, ask for ways to improve legibility and approve a proposal before work continues. The revision brief could read:
- Sample under review: M01, front photo 02. Feedback version: R01.
- Agreed: keep the logo in the area marked in photo 02 and retain the current expression.
- Factory input needed: suggest ways to make the logo easier to read in that area. Send any proposed changes to size or thread colour for approval first.
- Contacts: the project lead sends R01 and receives questions. The brand representative approves the logo proposal before the next sample round.
Mark the location on a photo of the sample under review. AI illustration of a hypothetical example.
Send one version and agree on the next step
Send the marked photos with R01 through the channel both parties use. Ask the factory to confirm the version, flag questions and say when it can respond. Send late comments to the feedback lead. If a decision changes, issue R02, identify the change and make clear that R02 replaces R01.
At the next review, open the brief alongside the new sample photos. Check the changes, the details that were meant to stay and the items still open. Record approval or another revision against the specific sample version. If a change comes after sample approval, see the guide to ODM drawing changes after approval to identify what may be affected.
To discuss a mascot sample round with Phat Dat, send the sample ID, marked photos and feedback brief through the quotation enquiry page. Include the points where you need advice so both sides can agree on what to do in the next round. If the sample has no ID yet, record the date you received it and the name of the photo set so both sides can refer to the same version.