BUYER GUIDE
Custom Bag Project Approval Responsibility Matrix Guide
Custom bag projects slow down when everyone receives files but nobody knows who must decide. A responsibility matrix connects each technical and commercial decision to an owner, reviewer, approval record and deadline.
Define authority before the first sample creates conflicting expectations
The matrix is a project-control tool, not a substitute for the contract or specification. It should reflect the buyer’s internal authority and the supplier’s actual roles, with third parties added only where their review is required.
List the decisions that can stop or change production
Include specification, bill of materials, colors, artwork, labels, sample stages, test scope, inspection plan, packaging, carton assortment, delivery allocation and shipment release. Separate information-only updates from decisions that require approval.
For each item, state the exact deliverable: file, sample, test report, photograph, measurement record or signed document. Avoid one broad line called “product approval” that hides several independent decisions.
Assign one accountable owner and the required reviewers
Identify who prepares, checks, approves and receives each deliverable. Use named roles or controlled group addresses rather than relying on a long email list where authority is unclear.
Add buyer, supplier and authorized third-party responsibilities. If several people may comment, still assign one accountable decision owner who resolves conflicts and issues the final instruction.
Define the approval evidence and revision rule
Specify whether approval requires a signed sample, approved PDF, portal status, email confirmation or other written record. Connect every approval to product code, color, size, artwork and revision.
Store superseded files without presenting them as current. The approved record should show date, approver, version and any conditions so production and inspection teams use the same baseline.
Control late changes and escalation
State which changes require cost, timing, testing, tooling or packing review before acceptance. Record the requested change, reason, affected stock or work in progress, decision owner and revised release date.
Create an escalation path for overdue approvals, contradictory instructions and issues that affect launch or shipment. Silence should not be treated as approval unless the governing agreement explicitly defines it.
Close the project record for shipment and reorder
Before shipment release, verify that required approvals and approved deviations are complete. Archive the final specification, sample reference, artwork, inspection and packing records together.
For a reorder, reopen the matrix and confirm whether people, materials, certificates, artwork, quantities or destinations have changed. Do not assume an old approval automatically covers a new order.
BUYER FAQ
Questions to settle before sampling and production begin.
Who should approve the final sample?
The buyer should assign an authorized role with access to the complete specification, artwork, compliance and commercial requirements.
Is an email approval sufficient?
That depends on the buyer’s process and agreement. Whatever method is used should identify the approved item, revision, date, approver and conditions.
Should the supplier approve buyer artwork?
The supplier can review manufacturability and file requirements, while brand ownership and final artwork authorization remain with the appropriate buyer role.
Does the same matrix apply to repeat orders?
Use the prior matrix as a reference, then confirm current owners, versions, evidence and changes before releasing the reorder.
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