01
Identify the sample before describing it
Give every physical sample a short identifier and repeat it on the worksheet and photograph. Record the supplier reference, date received and any information supplied with it. For the display-base example, sample A might be a coated sheet and sample B a timber offcut. Describe them as received without assuming that a small sample represents every production variation. Add the intended application: an indoor base viewed close up. Keeping the project beside the sample record prevents attractive but irrelevant pieces from being compared without a shared purpose.
02
Separate observations from supplied properties
Use distinct columns for direct observations, supplier statements and open questions. The team might describe the visible finish under the same room lighting, while recording a stated thickness in the supplier column with its source. Do not turn an impression of sturdiness into a strength rating. For the display base, a question about an exposed edge could remain open until the proposed fabrication detail is available. Apply the same observation conditions to both samples and note those conditions, so a later reviewer can understand what the comparison actually covered.
03
Record a provisional choice and its conditions
Finish the sheet with a provisional selection, the reason it currently suits the brief and the questions that must be answered before proceeding. If sample A is preferred for its appearance, state that limited reason and link the unresolved edge detail. Name the person responsible for obtaining the next information and keep the earlier sample records available. A revision field can show when the choice changes after a new sample or drawing arrives. The result is a traceable design discussion, with a visible boundary between an aesthetic preference and a confirmed specification.