# Sample and Documentation Process: From Technical Brief to Dispatch Record > See how a diamond abrasive brief moves through datasheet review, sample coordination, buyer evaluation, batch documents and dispatch confirmation. Canonical: https://xtdiamond.com/insights/sample-and-documentation-process/ Published: 2026-11-06T11:54:42.467Z Updated: 2026-11-06T11:54:42.467Z Last reviewed: 2026-11-06T11:54:41.918Z Reviewed by: Xintai Technical Desk ## TL;DR Xintai coordinates samples and documents through selected partner factories, not through an in-house laboratory. The process links the technical brief, current datasheet, sample configuration, buyer evaluation and proposed order. Required batch documents and any third-party inspection are agreed before dispatch. Sample availability, charges, document scope, packaging and timing are confirmed case by case and recorded at quotation. ## What the process is designed to preserve The purpose is continuity between what was requested, what was evaluated and what is ordered. A sample without a configuration record, or a datasheet without a product and grade reference, leaves avoidable ambiguity. Xintai acts as the coordination contact. The selected partner factory manufactures the material and supplies its product or batch documents. The buyer evaluates process suitability and confirms the acceptance criteria that apply on its own line. ## How the record moves from brief to dispatch | Stage | What is recorded | Who provides or confirms it | |---|---|---| | Technical brief | Operation, substrate, target result, current grade, process constraints, quantity and destination. | Buyer provides; Xintai reviews for missing decision inputs. | | Document review | Proposed product, exact grade and current partner datasheet. | Manufacturing partner supplies; Xintai coordinates the review. | | Sample coordination | Sample identity, configuration, packaging and any charge or dispatch condition. | Partner factory and Xintai coordinate; terms are confirmed before arrangement. | | Buyer evaluation | Process conditions, inspection method and acceptance outcome. | Buyer performs and records the evaluation. | | Order confirmation | Final grade, carrier or form, packaging, documents and commercial terms. | Both sides confirm through the quotation and order record. | | Dispatch preparation | Agreed batch documents, labels, packing information and any inspection scope. | Xintai coordinates with the manufacturing partner and relevant third party where requested. | ## Which documents should be named early Start with the current datasheet for the proposed product. Then state which batch-related records your procurement process requires. Depending on what the selected manufacturing partner can provide, the discussion may include a batch record or certificate of analysis, characterisation information, packaging details and label content. Availability and exact fields must be confirmed rather than assumed from the document name. Commercial and dispatch paperwork should be reviewed alongside technical documents. If a third-party inspection is required, define the inspection scope, the party performing it, timing and cost before the order route is fixed. Xintai can coordinate this request but does not present third-party work as its own testing. ## Who owns each acceptance decision The manufacturing partner is responsible for its production process and the values it issues. Xintai is responsible for coordinating the agreed supply record and raising discrepancies or changes through the supply route. The buyer remains responsible for judging whether the sample and proposed configuration meet its process requirement. If the sample is rejected, record the observed gap and the conditions used. That gives the next proposal a useful technical starting point. If the sample is accepted, link that result to the order configuration so that later supply can be reviewed against the same reference. ## What to confirm before ordering - The exact sample and order configurations are linked in writing. - The current datasheet revision and available batch document set are identified. - Sample charges, packaging and dispatch conditions are agreed where applicable. - Any third-party inspection scope, provider, cost and timing are confirmed. - Labels, packing information and destination paperwork match the order. - The route for documenting and approving changes before dispatch is clear. ## Sources and notes This process description follows Xintai’s approved independent supply-partner model. It describes coordination, not an in-house sampling or testing facility. Document availability, sample terms and dispatch details are not fixed public promises and must be confirmed for each enquiry. Last reviewed: 2026-11-06 ## Key facts - **Coordination contact:** Xintai Technical Desk — Xintai is an independent supply partner, not the manufacturing site. - **Sample evaluation:** Performed on the buyer’s process — The buyer defines and records the acceptance result. - **Technical documents:** Supplied through the manufacturing partner — Exact fields and batch availability are confirmed per order. - **Dispatch record:** Agreed before shipment — Packaging, labels, documents and inspection scope are checked in advance. ## FAQ ### Does every sample come with the same document set? No. The available documents depend on the product, manufacturing partner and request. The datasheet and any batch-related records should be identified before the sample or order is arranged. ### Does Xintai test samples in its own laboratory? No. Xintai coordinates partner documents and sample supply. Material characterisation comes from the manufacturing partner or an agreed third party, while process evaluation is performed by the buyer. ### Can third-party inspection be added? It can be coordinated when required. Scope, provider, cost and timing must be agreed before the order and dispatch route are confirmed. ## Sources and notes Prepared by Xintai Technical Desk from the approved Xintai coordination model. No fixed sample quantity, charge, lead time, certificate field, inspection result or numeric product data is claimed. Sample availability, final grade, carrier, packaging, batch documentation and dispatch are confirmed at quotation with the selected partner factory and any agreed third party.