Agree on the sample, reviewer, boundary, and expected variation.

Define what the sample represents

Identify the proposed material or coating, texture objective, substrate or prepared sample area, approximate size and location, application method relevant to the plan, and which project boundary it represents. A small sample may not show every transition or lighting condition. State whether the decision concerns texture only, color only, a complete coating system, or several items. Do not use a sample to imply approval of underlying repair layers.

Choose a review method

Name the authorized reviewer, reasonable viewing location and distance, lighting or timing assumptions, response method, and what happens if revision is requested. Record product and sample identifiers where available. The reviewer should compare the agreed objective rather than demand invisibility against every adjacent surface. If several parties comment, identify who has final authority so contradictory informal feedback does not direct field changes.

Connect the sample to a boundary

Attach the sample decision to the repair map or elevation plan. State whether finish stops at the patch, corner, return, trim, joint, opening, or broader wall plane. List adjacent elevations and coatings excluded. A broader boundary may improve visual continuity but adds preparation, access, protection, and material; it does not replace repair of unsound material. Any changed boundary needs its own written scope and authorization.

Example: vague versus usable

“Match existing stucco and paint” is ambiguous. A usable signoff records the sample location and date, intended texture, product or coating when selected, reviewer, accepted variation, exact elevation boundary, areas excluded, and whether primer or paint is included. It states that existing age and application can remain visible. The signed sample confirms an agreed direction; it does not guarantee identical appearance across changing light or dissimilar existing surfaces.

Use the worksheet

Record sample number, wall or elevation, repair map reference, material or product, texture objective, color or coating, preparation represented, viewing method, comments, disposition, reviewer, date, and affected boundary. Keep rejected samples for record when practical and mark the approved version clearly. At closeout, review the finished work against the approved boundary and sample process, then list specific punch items instead of reopening the original decision informally.

Approval checklist

• Sample purpose
• Prepared location
• Authorized reviewer
• Viewing method
• Expected variation
• Elevation boundary
• Excluded areas
• Recorded approval
• Punch method