Work sample review

Check one work sample before you add more work.

Compare one finished sample with the task brief. Score six checks, write one clear fix, and decide whether to repeat, recheck, or pause the task.

Use the review sheetBuild the handoff first

This sheet reviews one piece of work, not the worker or provider as a whole. It is a planning template, not legal, HR, security, tax, or compliance advice.

Review checks6

Correctness, completeness, tone, sources, access, and escalation.

Score range0-2

Use the same simple rule for every check and write the evidence.

Hard stops2

A zero for access or escalation needs review before the task repeats.

Six-part review

Score the sample against written rules, not personal taste.

Give each check 2 when it meets the rule, 1 when it needs one clear fix, or 0 when it misses the rule or cannot be checked. Write evidence for every score so the next person can follow the decision.

Check
Question
Evidence
One fix
Correctness
Does the sample match the facts, fields, numbers, and written task rule?
Name the wrong item and the rule or example it should match.
Correct the item, then add the missed rule to the brief if it was not written down.
Completeness
Are all required parts present, including the file, note, status, or next step?
List what is missing. Do not add a new requirement after the work is done.
Add the missing part and make it a visible checklist item for the next sample.
Tone
Does the wording match the approved example and the person who will read it?
Quote one line that works or one line that needs a rewrite.
Give one approved example instead of asking the worker to guess what sounds right.
Source traceability
Can the reviewer open the file, ticket, record, or source used for each important entry?
Record the source link, file name, ticket, or record ID. Flag anything added without support.
Attach the missing source and write where future source notes belong.
Access compliance
Did the worker use only the tools and actions allowed in the handoff?
Note the allowed action, any blocked action reached, and whether the work was held.
Narrow the access or rewrite the blocked-action rule before the task repeats.
Escalation judgment
Did the worker stop and ask when the task crossed the written rule or became unclear?
Note what was unclear, what they checked, what they held, and the question they sent.
Write one clear stop trigger and the exact person who owns the decision.
Role examples

See what a useful review note looks like.

These fictional examples show how specific the note should be. Replace the task limits, evidence, owner, and review date with the rules used by your own team.

Admin support

Calendar setup

Brief
Book a 30-minute vendor call from the approved time windows and add the meeting link. Contract terms stay with the operations manager.
Evidence
The invite used an approved slot and included both attendees. The internal account number was missing from the note.
Blocked action
The vendor asked about renewal terms, so the assistant held the request for the operations manager.
One fix
Add the account number to the internal calendar note.
Next review
The operations manager checks the next two vendor invites on Friday.
Open the admin support role guide
Customer support

Delayed-order reply

Brief
Draft replies for two delayed-order tickets with the approved shipping guidance. Refunds and firm delivery promises stay with the support lead.
Evidence
Both drafts included tracking links and the approved three-to-five-day window. One draft promised Friday delivery without carrier confirmation.
Blocked action
A $48 refund request was held for the support lead.
One fix
Replace the Friday promise with the approved delivery-window wording.
Next review
The support lead reviews one revised reply before either draft is sent.
Open the customer support role guide
Finance preparation

Invoice matching

Brief
Match 10 invoices to purchase orders, record variances, and prepare the batch for review. Posting entries and releasing payment stay with the controller.
Evidence
Nine invoices matched. Invoice INV-1842 was $125 above the approved amount and appeared in the variance note.
Blocked action
The assistant left the batch unposted and did not release the ACH payment.
One fix
Attach the approval email for the $125 variance.
Next review
The controller rechecks INV-1842 and the batch cover sheet on Wednesday.
Open the finance preparation role guide
CRM support

Contact cleanup

Brief
Update 20 contact records from submitted forms and merge only confirmed duplicates. Deletions and sequence enrollment stay with the CRM owner.
Evidence
Nineteen records matched their source forms. Contact 4471 had the right new title, but its change note lacked the source link.
Blocked action
The assistant left the older record in place and did not enroll either contact in a sequence.
One fix
Add the source-form link to contact 4471's note.
Next review
The CRM owner checks five updated records before assigning the rest of the batch.
Open the crm support role guide
Score rule

Use the total as a prompt, not a provider rating.

A score of 11-12 can repeat under the same review rule. A score of 8-10 needs one fix and another small sample, while 0-7 means the handoff should pause.

Do not let the total hide a serious miss. A zero for access or escalation needs direct review even when the other scores are high.

  1. Open the task brief, approved example, access rules, and the finished sample side by side.
  2. Give each of the six checks a score of 0, 1, or 2 and write the evidence beside it.
  3. Treat a zero for access or escalation as a hard stop even when the total score looks good.
  4. Choose one result: repeat the same task, fix and recheck one sample, or pause the handoff.
  5. Send one short note that names what worked, one fix, what stays blocked, and the next review date.
Copy-ready sheet

Paste these fields into the task ticket or review note.

Fill in the setup fields before you score. Then record one piece of evidence and one fix for each check.

Sample details

  • Work sample and task lane:
  • Person or provider:
  • Date reviewed:
  • Task brief or SOP link:
  • Approved example link:
  • Review owner:
  • Blocked actions:
  • Stop-and-ask rule:

Review notes

  • Correctness score (0, 1, or 2), what matched, what changes, and the rule to use:
  • Completeness score (0, 1, or 2), what was included, what was missing, and what to add:
  • Tone score (0, 1, or 2), a line that matched, a line to rewrite, and the approved example:
  • Source traceability score (0, 1, or 2), sources included, missing source, and source to add:
  • Access compliance score (0, 1, or 2), allowed action, blocked action, and owner-only action:
  • Escalation judgment score (0, 1, or 2), the trigger, what was checked, and the hold question:
  • Total out of 12:
  • Decision: repeat, fix and recheck, or pause:
  • One fix before the next sample:
  • What stays blocked, who owns the fix, and the next review date:
Feedback scripts

Send a short note that tells the person what happens next.

Keep the note about the work, the written rule, and the next sample. Do not turn one miss into a broad judgment about the person.

  • Clear pass: "I reviewed [sample] against [brief or SOP]. Keep [what worked]. For the next sample, make this one change: [fix]. Keep [blocked action] with [owner]."
  • Fix and recheck: "This sample needs one more review before the task repeats. Please use [rule or example], update [field or section], and send one new sample by [date]."
  • Useful escalation: "You were right to hold this item. Keep using this rule: stop and ask when [trigger]."
  • Missed escalation: "This item should have been held because [trigger]. Next time, stop before [action] and ask [specific question]."
Next review step

Use the sheet after onboarding and before the full first-week review. If the same miss appears again, go back to the SOP, access plan, or owner rule.

Provider onboarding packet

Write the task, example, review owner, and stop rule before the first sample starts.

Open resource

SOP readiness checker

Check whether the task has a clear result, example, review rule, and stop point.

Open resource

Offshore first-week review template

Move from one sample to the full week-one check for access, patterns, blockers, and next scope.

Open resource

Offshore monthly review scorecard

Review quality, speed, rework, access, SOP drift, and scope after the work has run for a month.

Open resource

Offshore quality-control KPI map

See how sample checks can feed a wider quality review without turning one sample into a provider verdict.

Open resource
Source notes

The access and ownership checks use outside guidance.

These sources support written access rules and clear ownership. They do not prove that a score predicts future quality or provider fit.

Need a second set of eyes?

Bring the sample, the brief, and the review notes.

OutsourcedU can help find the unclear rule, risky access, or missing example. You will leave with one smaller next step instead of a larger task list.

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