Product samples review : Quality at every stage

What is a product sample review ?

A product sample review is an approach to validate the quality of a product based on a representative sample of the original lot. This procedure ensures that the product meets the required safety and performance standards, whether by the consumer or by current regulations.

This review can take place at various points in the production chain, including at the beginning, in progress, or at the end of the production chain. It is applicable to products with different degrees of finish, whether finished or semi-finished, depending on the type of product and the sector concerned.

The main purpose of this inspection is to identify any defects or malfunctions before the product is shipped to the customer or marketed. Thus, it helps to avoid risks related to non-compliance, such as product recalls, damage to brand reputation, or potential litigation.

In addition to improving product quality, this practice plays a role in increasing customer satisfaction. It is important to note that the examination of samples produced differs from a more detailed and expensive laboratory product test conducted in an environment controlled by a third party.

Why do reviews of samples produced for compliance ?

Product sample compliance analysis offers significant benefits to manufacturers, importers, exporters, consumers and regulatory authorities. In particular, these reviews are essential to :

• Ensure the quality and compliance of products with the safety and performance standards of the recipient country. This minimizes the risks associated with non-compliance, product recalls, reputational loss, or litigation.
• Optimize trade and facilitate access to international markets. By certifying the conformity of products upstream, these analyses simplify customs formalities and reduce the costs associated with import inspections.
• Protect the health and safety of consumers and the environment. They make it possible to identify any defect or malfunction likely to lead to risks of contamination, poisoning, infection, allergy, injury or pollution.
• Increase customer satisfaction. By delivering high-quality products that meet consumer expectations and needs, these reviews foster brand loyalty and customer trust.

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This process therefore represents an efficient and economical method of verifying the quality of products and confirming their suitability for regulatory standards. In addition, it is an element of trust and attractiveness for participants in international trade.

What types of product sample reviews are performed ?

Product sample reviews are generally divided into two broad categories, based on the method of sample selection and their representativeness to the target population : probabilistic reviews and non-probability reviews.

Probabilistic examinations

Probabilistic reviews use random sampling, ensuring that each element of the target population has a fair and known chance of being selected. This approach promotes a reliable representativeness of the target population and provides a solid basis for estimating the margin of error and the level of confidence in the results. Some variations in probabilistic reviews include :

• Simple random sampling : We randomly select a specified number of elements of the target population without considering their specific properties. For example, assessing the quality of food in a supermarket by choosing 100 products from 10,000.
• Stratified random sampling : The target population is subdivided into homogeneous strata according to a defined criterion, then proportional sampling is carried out in each stratum. Example : to evaluate cosmetic products, divide items into categories (face care, body, makeup, perfumes) and select 25 products randomly from each group.
• Random cluster sampling : The population is divided into heterogeneous subgroups or clusters, a selected number of which is then examined in part or in whole. An example could be to assess the quality of a hotel’s services by grouping guests by room and investigating 10 randomly selected rooms.

Non-probability reviews

Conversely, non-probability reviews employ subjective or practical sampling techniques, without providing guaranteed representativeness of the target population, making it difficult to estimate the margin of error and confidence level. Common methods include :

• Convenience sampling : Choosing the most accessible or willing to participate samples. For example, surveying customers at the exit of a bakery to assess the quality of products.
• Voluntary sampling : Submit the review to all or part of the target population and select those who agree to participate voluntarily. For example, distributing an online questionnaire to evaluate the products of a clothing brand.
• Judging : Selection based on the researcher’s assessment or reasoning, targeting samples deemed representative or relevant. For example, choosing the best-selling books from a bookstore to analyze customer satisfaction.

Which organizations offer reviews of samples produced ?

Different organizations perform product sample reviews based on industry, product nature and required standards. These organizations fall into three main categories : official organizations, private organizations, and international organizations.

Official bodies

Official bodies are bodies governed by public law whose task is to verify whether products comply with national or regional standards. This category includes, for example, government departments, agencies, institutes or laboratories.

These bodies have the power to impose penalties in case of non-compliance with the standards and can issue certificates or attestations proving the conformity of the products.

Examples : Competition, Consumer and Fraud Enforcement Branch (DGCCRF) in France, Canadian Food Inspection Agency (CFIA) in Canada, National Food, Environmental and Labour Safety Agency (ANSES) in France.

Private bodies

Private organizations are commercial entities specialized in conducting product sample reviews on behalf of manufacturers, importers, exporters or distributors. This category includes companies, associations, independent laboratories and consulting firms.

They generally have accreditation or recognition from an official or international body and are therefore entitled to issue certificates of conformity.

Examples : Bureau Veritas, SGS, Eurofins.

International bodies

International organizations aim to promote standardization of standards and procedures for the examination of product samples worldwide. Suitable for intergovernmental organizations as well as NGOs or professional associations, they play a crucial role in international coordination, recommendation or standardization.

These entities may also issue certificates of conformity proving compliance with international standards.

Examples: the International Organization for Standardization (ISO), the Codex Alimentarius Commission, the World Organisation for Animal Health (OIE).

What are the steps to go through a product sample examination ?

Conducting a product sample examination requires several essential steps, which may differ depending on the type of examination, the product concerned, and the evaluating body. Here is a general guide to the steps to take :

1. Define the objective and scope of the review

This step consists of clarifying the objective of the review, identifying the specific characteristics of the product to be analyzed, determining the applicable compliance standards, the criteria to be measured, choosing the appropriate methodologies and anticipating the expected results. It is also essential to decide the number and size of samples to be taken according to the selection method used, whether probabilistic or not.

2. Select the appropriate body to conduct the review

Select an organization that has the skills, equipment, accreditation and recognition to conduct the exam properly. This can be an official, private or international entity depending on the product specifics and requirements. It is important to learn about the services offered, the deadlines, the associated costs and the guarantees provided by the organization.

3. Collect and prepare samples

Procédez au prélèvement des échantillons suivant la méthode établie en veillant à respecter les normes d'hygiène, de sécurité et de traçabilité. La préparation des échantillons pour l'examen peut nécessiter des opérations telles que la dissolution, l'extraction, la filtration, la dilution, la digestion, la calcination, entre autres.

4. Send samples to selected organization

Samples should be sent to the selected organism according to the appropriate transport, packaging, labelling and documentation guidelines. It is crucial to ensure that the samples reach their destination in a timely manner and in perfect condition.

5. Receive exam results

Receiving the results of your exam, whether in the form of reports, certificates, or certificates of compliance, is a crucial step. It is essential to ensure their validity, reliability and ease of reading. Check that these results meet the expected standards. It is also important to archive them and the corresponding samples for possible verification or in case of dispute.

How much does a product sample review cost to ensure your compliance ?

The price for a sample examination to validate the conformity of your products is influenced by a variety of criteria, such as the type of examination, the product category, the volume and size of the samples, the sampling method used, the parameters to be examined, the applicable standards, and the choice of certification body. Costs can vary widely, without a fixed schedule, but estimates can be obtained by comparing the benefits of different providers.

According to the LaboQuali website, which explicitly lists its prices, the analysis of a sample in the laboratory can cost between 15 and 700 euros excluding taxes, depending on the nature of the analysis and the elements to be controlled. To illustrate, an assessment of polychlorinated biphenyls (PCBs) can amount to 60-150 euros HT per sample, while a pesticide search typically ranges from 300 to 700 euros HT per sample.

LaboQuali also offers packaged formulas, designed for merchants and craftsmen, including annual on-site inspections, batteries of analyses and related services, with prices ranging from 290 to 980 euros HT depending on the frequency of visits and the sector of activity.

In addition, regarding the cost of examining samples as part of project management, an examination can cost from 200 to 500 euros excluding taxes, depending on the level of certification and the method of passage. For example, taking the Foundation exam online costs about 200 euros HT, compared to 300 euros HT for the face-to-face format. The Practitioner exam is charged 400 euros HT for an online session and 500 euros HT in room.

This price range shows that the cost of an examination to confirm the conformity of your samples can differ significantly from one case to another. It is therefore recommended to compare offers, request tailor-made quotes and discuss terms before making any decision.

Is there a renewal to be made regarding the examinations of samples produced ?

The need to renew product sample reviews occurs when there are changes, modifications or variations in products that could impact their quality or compliance. These changes may concern the composition, formulation, manufacturing process, packaging, storage, transport or use of the products. They can also be due to climatic, seasonal, consumption habits or new regulations.

In these situations, it is crucial to conduct new reviews to ensure that products remain compliant with standards and meet customer expectations. The frequency of this renewal varies according to the nature of the product, the type of examination, the type of modification undergone and the level of risk incurred. It can be annual, semi-annual, quarterly, monthly, weekly, daily or ad hoc.

The renewal process involves the same steps as the initial review : definition of the objectives and scope of the review, selection of a competent body for the execution, collection and preparation of samples, sending samples to the body, then receive and compare the results with those obtained previously. This also includes the identification and correction of any anomalies or non-conformities, as well as the preservation of the records of the examinations performed.

Thus, the renewal of product sample reviews plays a crucial role in ensuring product quality and compliance throughout their life cycle. This helps to quickly identify and resolve any potential issues, preventing risks of non-compliance, product recalls, loss of reputation or litigation.

What are the differences between a product sample test and a laboratory product test ?

The distinction between an examination of samples produced and a test of products in the laboratory lies in their objectives, their application framework, their processes, and the types of verifications carried out. Below, a comparative table sheds light on these notable differences :

In summary, the examination of product samples is a faster, simpler and more cost-effective approach to quality control, although it offers less in-depth analysis compared to laboratory product testing. The examination of samples may be adequate to meet customer expectations, but is insufficient to ensure compliance with regulatory standards unlike laboratory testing.