Give each sample or mockup a purpose, identifier, review scope and retained record.
Choose the right review object
A small loose sample can show an edge profile or a range of surface characteristics. An assembled mockup can show joints, fastener visibility, transitions and workmanship together. State which questions the review is intended to resolve so a supplier does not send a display piece that cannot answer them. Identify the proposed product and finish system associated with the sample. Where several selections are being compared, label them consistently and avoid mixing raw and finished examples without explaining the difference.
Write the review conditions
Define size, components, preparation, location and participants in the project request. Include interfaces that would otherwise be concealed or difficult to assess after installation. Record whether the mockup is temporary, retained as a workmanship reference or potentially incorporated into the work under the project's process. A visual review of a mockup does not establish structural adequacy, weather resistance or a rating unless the relevant review or test has separately been specified and documented. Keep those evidence paths distinct in the submittal register.
Keep the reference usable
Assign an identifier to the reviewed object and record the outcome, reviewer, date and any conditions. Photograph the assembly for context while retaining physical references where required. Mark revised samples clearly so an obsolete finish choice cannot be mistaken for the selected one. If comments require another submission, carry the original issue forward until the replacement has a recorded disposition. Tell the installer where the reference is available and who may authorize a departure. This record makes the sample a practical working reference rather than an untraceable object left in an office.
Evidence & scope
Wood finishing background from FPL-GTR-282.
Original planning guidance. References support their stated technical scope; examples and workflows do not establish product approval.