Mastering Samples: The First Step Toward Project Success

At the beginning of every custom architectural woodworking project, there is one critical step that often determines the success of everything that follows: sample preparation. How samples are created, selected, and submitted can either streamline the project or cause costly delays and confusion later on.

So, how do you prepare samples the right way? And why does it matter so much?

Why Samples Matter

Once a project quotation is approved, samples are typically requested. Whether during the bidding phase or shop drawings preparation, having the right samples ready is essential.

Samples allow all stakeholders — architects, designers, general contractors, and owners — to visualize exactly what the final product will look and feel like. Texture, colour, finish, construction details are much easier to evaluate through a physical sample than on paper. Early sample approvals prevent misunderstandings, reduce changes, and help maintain project schedules.

How to Create and Submit Samples

Creating samples requires careful planning and precision. The goal is not to overwhelm stakeholders with endless options, but to present targeted, realistic choices based on the project’s design intent, budget, and timeline.

The process starts by gathering all available references and specifications. A thorough understanding of the design vision and the client’s requirements is critical before any sample preparation begins.

In many cases — especially when working with tinted varnishes on natural wood — reaching the exact desired result can require multiple iterations and refinements. Adjustments to colour, tone, or sheen may be necessary before achieving the perfect match. Only the most accurate and representative samples are submitted for client approval.

Here’s our strategy:

• Collect All References and Specifications: We review drawings, mood boards, finish schedules, and technical data to understand the design intent.

• Prioritize Critical Items: We identify key materials and finishes that define the project's visual and functional essence.

• Prepare Smart Samples: We internally fine-tune initial samples through multiple iterations if needed before selecting the best versions for presentation.

• Be Specific and Transparent: Each sample is clearly labeled with product names, finish details, colour codes, application areas, and any necessary compliance documentation.

• Submission: A detailed materials list accompanies every submission, simplifying client review and improving samples tracking.

• Approval and Archive: Approved samples are incorporated into the project’s files for easy reference throughout production. After project completion, they are archived to support future work or maintenance needs.

Our goal is always to make the selection process as efficient and confident as possible for the client, while ensuring that what we present is the best reflection of the final intended product.

What to Avoid When Submitting Samples

One of the biggest mistakes during sample preparation is submitting too many options or samples that are not truly viable. Providing unavailable items, out-of-budget materials, or samples missing compliance certifications can create major setbacks.

Another common pitfall? Waiting too long to prepare or request samples approval. Specialty materials can require significant lead time, especially when certifications or custom fabrication are involved. Early and accurate sampling avoids costly last-minute surprises.

Samples: A Hidden Superpower in Project Success

In large-scale custom woodworking, success is in the details. Strong sample organization sets a project on the right path from day one.

Requesting the right references early, and presenting samples in a clear, organized way, saves time, money, and stress. It fosters smoother communication, faster approvals, and ultimately leads to a more faithful execution of the design vision.

A little extra effort at the sample stage pays off exponentially once the finished project comes to life.