Botanical Ingredient Sample Evaluation Record

Use one record for each ingredient sample and trial. The aim is to connect a named sample, a defined formulation and a documented observation, so the next development decision has a clear basis.

1. Prepare a sample request

Start with the ingredient identity in the food ingredient catalog. For Green Tea Extract, describe the role you intend it to play in your own product and the assay or composition your formulation requires.

Include the following information in your request:

• Company, contact name and project reference.
• Ingredient name and finished-product application.
• Product format, relevant preparation steps and destination market.
• The question the evaluation needs to answer.
• Current product information and documents your team needs to review.
• Your proposed trial timing and sample requirements, to be discussed.

Confirm sample availability, the agreed quantity and format, and delivery arrangements directly before scheduling the trial. This worksheet does not set a sample quantity, dispatch policy or evaluation deadline.

2. Record receipt and identity

Complete this log when a sample arrives. If a field is absent from the supplied label or documentation, mark it “not supplied” and list the question to resolve.

Receipt field	Your record
Internal sample ID	[Assign your reference]
Ingredient and supplier reference	[Name and identifier as supplied]
Batch or lot reference	[As supplied / not supplied]
Date received and person receiving	[Date / name]
Labeled format and quantity received	[Record what arrived]
Packaging condition on receipt	[Observed condition]
Product information received	[Document titles and revisions, if supplied]
Storage instructions	[As supplied / confirmation needed]
Open questions	[Information needed before evaluation]

3. Run a controlled comparison

1. Set the question. Write the observation or comparison that will determine the next step. Identify a control or reference where appropriate.
2. Fix the trial version. Assign a formulation revision and preparation method. Record the amount actually used in your own trial; this is an observation, not a recommended dose.
3. Prepare and label. Give each preparation a unique trial ID. Keep the sample reference, formulation and preparation date together.
4. Observe at planned intervals. Choose review points that match your project and record the actual elapsed time and conditions. This worksheet prescribes no stability period.
5. Review the evidence. Compare observations with the target and decide whether to repeat the trial, request more information or move to the next internal development stage.

4. Complete the evaluation record

Repeat the observation rows for each review point. Use consistent lighting and labeling for comparison photographs.

Evaluation field	Your record
Trial ID, date and evaluator	[Reference / date / name]
Sample and batch reference	[Link to the receipt log]
Finished product and formulation revision	[Product / version]
Control or benchmark	[Reference and preparation details]
Amount used in this trial	[Your recorded amount and basis]
Preparation method and addition point	[Steps actually followed]
Recorded process conditions	[Your measured values; note anything not measured]
Initial appearance	[Color, clarity, visible particles or other observations]
Other observations relevant to the project	[Describe what was observed]
Storage and review point	[Conditions / actual elapsed time]
Change since the initial observation	[Describe change or no visible change]
Photo or measurement file	[Reference / method used]
Difference from the benchmark	[Observation, rather than an assumed cause]
Decision and owner	[Repeat / hold for information / next development step; responsible person]

5. Share a concise trial summary

Copy these fields into your email and attach the relevant record or photographs. The placeholders are an illustrative reporting format, not completed test data.

Subject: Sample evaluation feedback — [ingredient / trial ID]

Sample and batch reference: [as supplied]
Our product and formulation revision: [reference]
Trial purpose and benchmark: [comparison being made]
Preparation and amount actually used: [recorded conditions]
Review point and storage conditions: [actual observation point]
What we observed: [specific description]
Difference from our target: [comparison]
Information or adjustment requested: [question / requested next step]
Attachments: [trial record, photographs or measurements]

A single observation is a record of that trial, not proof of shelf life or performance in other formulations. Keep the next decision tied to the conditions you recorded.

For color projects, use the color selection checklist. For sensory comparisons, use the flavor brief. Send a completed request or trial summary through email inquiry.