Does your L-Theanine sample match the quotation and COA? Compare identity, grade and lot records before approving a bulk order.
Requirements: Define the Sample Approval Brief
This checklist is for buyers who already have a quotation, supplier document package or sample. For document definitions and the initial request, use the L-Theanine COA and SDS document request guide.
- State the exact material: tea-derived extract or high-purity monomer, not only “L-Theanine powder”.
- Record the agreed assay target and method, finished-product format, destination market and required document revisions.
- Use the HERBSEA 20%-40% HPLC tea-derived extract page for that product path. Confirm other grades separately.
Selection Criteria: Match Documents to the Physical Sample
| Review | Match before approval | Resolve a mismatch |
|---|---|---|
| Identity and grade | Quotation, spec sheet, SDS and sample label | Ask for one consistent material description |
| Lot traceability | Sample code, lot number and COA lot | Request written mapping if codes differ |
| Assay result | Method, result, basis and agreed limit | Ask QA to confirm comparability |
| Document revision | Current specification and SDS versions | Request the applicable revision |
| Application fit | Buyer test results in the intended process | Record acceptance criteria and unresolved gaps |
A representative COA can support initial screening, but it does not establish the quality of another lot. Before bulk release, request the documents for the actual supplied batch.
Practical Recommendation: Record One Approval Decision
- Keep the quotation, specification, COA, SDS and sample record in one project file.
- Compare identifiers and test methods before comparing unit prices.
- Test the sample in the intended formulation and record the conditions and results.
- Send unresolved differences to the supplier and buyer quality team.
- Record the approved material, grade, sample lot and specification revision for reorder review.
Representative COA vs Sample-Lot COA vs Commercial-Batch COA
| File | Useful for | Limit |
|---|---|---|
| Representative COA | Initial document screening | May not describe the received sample |
| Sample-lot COA | Matching the sample to its test record | Does not cover a different commercial lot |
| Commercial-batch COA | Incoming batch review against agreed limits | Does not replace the buyer’s acceptance checks |
Questions to Resolve Before Sample Approval
- Does the assay describe a minimum specification, a typical value or this lot’s measured result?
- Does the COA use the same assay method and reporting basis as the quotation?
- Which document revision and packing format will apply to the bulk batch?
- Can the supplier identify how the dispatched sample relates to the proposed commercial material?
Summary
For sample approval, align the material identity, assay, lot records and buyer test results. Keep the document request separate from the acceptance decision, and resolve mismatches before moving to a commercial order.
Download the L-Theanine document request checklist (CSV) · Send the sample brief and unresolved document questions to HERBSEA
This blank checklist supports B2B ingredient sourcing. It is not a COA, SDS or batch release certificate. Buyers should complete their own quality and destination-market review.