Identify the Sample Before Describing the Issue

Start with the harness part number, sample identifier, drawing and BOM revisions, date received and review date. If several samples were supplied, label them individually in your records and photographs.

Describe the installation or mating equipment used during review. A fit observation made in one enclosure configuration should not silently become a conclusion about a different configuration. If the reference equipment or drawing is still provisional, say so.

For a review limited to visual fit, explicitly record that electrical performance or other characteristics were not evaluated. An unchecked item should not look like a passed item.

Separate Observations, Requirements and Proposed Changes

Use one row per issue. Keep what you saw separate from why you think it happened.

The status labels are a suggested reporting aid, not a replacement for your organization’s approval process.

Example: Turn a Vague Comment Into Reviewable Feedback

Fictional example: “The branch is too short” leaves the supplier to guess the sample, installation and intended requirement.

Sample S-01, branch to connector J2: in enclosure configuration A, the connector does not reach its intended mating position with the route shown in photo P03. Please review the route and measurement references with us. The requested change is not yet approved; no revised production length has been released.

This report identifies the observation without inventing a new dimension or assuming a manufacturing defect. The review may reveal a routing difference, an unclear reference or a required design change. Record the decision after that review.

When dimensional information is involved, refer to the length and dimension requirements guide rather than using a photograph alone as a dimensional specification.

Make Photographs Traceable to the Report

• Include an overall view showing which sample and branch are being discussed.
• Add a close-up that keeps enough surrounding context to identify the location.
• Use filenames referenced in the issue log; avoid a collection of unnamed images.
• Keep original photos alongside any annotated versions.
• If a sample was repositioned or modified, record that before comparing results.

Photographs help explain an observation; they do not independently establish dimensions, electrical performance or acceptance of untested characteristics.

Close Feedback Without Accidentally Approving Production

Separate “supplier has received the report,” “a change has been agreed” and “the revised sample has been verified.” These are different events.

Identify what the approval covers: a single characteristic, a revised sample or a defined production release. Keep remaining issues visible. Transfer approved design changes into the controlled documents using the revision-control process; an issue log should not become a competing version of the drawing.

Copy-and-Paste Sample Feedback Email

We reviewed sample [ID] against [drawing/BOM revisions] in [review conditions]. The review covered [scope]; [items] were not evaluated.

Please see the attached issue log and referenced photographs. For each open item, please confirm your understanding, any additional information needed and the proposed next action.

This feedback does not release production. Approval scope and any revised documents will be confirmed separately by [responsible contact].