Which types of samples exist, how to request and pay for them, how to ship them and how to evaluate them so that production matches what you approved.
A sample is the cheapest way to find out whether a supplier can make what you need. It is also the reference that production will be measured against. Skipping samples to save a few weeks is one of the most common, and most expensive, import mistakes.
Types of samples
- Stock samples: existing products from the supplier’s catalog. Fast, useful for checking general quality.
- Custom samples: made to your specification, with your materials, colors or logo. Slower, often with an extra cost.
- Pre-production samples: made with the final materials and process just before mass production. This is the one to approve formally.
- Golden sample: the approved, signed sample kept by both sides as the reference for production and inspection.
How to request samples
- Send the same specification to every shortlisted supplier.
- Ask for the sample cost, shipping cost and lead time in writing.
- Ask whether the sample cost is refunded or credited if you place an order.
- Request a photo or video before the sample is shipped, to catch obvious errors early.
Paying and shipping
Sample costs are usually paid in advance. Shipping is often by express courier, which is fast but expensive. If you are sampling from several suppliers, consolidating samples in China and shipping them in one parcel saves cost and time.
Keep in mind that samples can also be subject to import duties and taxes at destination.
How to evaluate a sample
Compare samples side by side, using a checklist:
- Dimensions and weight against your specification.
- Materials and finish: feel, color, smell, surface quality.
- Function: use it as your customer would, then try to break it.
- Packaging: protection, print quality and the labels your market requires.
- Compliance: whether test reports exist for this exact model. See our CE and RoHS guide.
Write down every comment with photos and send clear, numbered feedback.
Approving the sample
When a sample is right:
- Label it, sign it and keep one unit. The supplier keeps an identical one.
- Reference it in the purchase contract as the quality standard.
- Use it as the reference for the AQL inspection before shipment.
Common mistakes
- Approving a sample that was made with better materials than mass production will use.
- Not keeping a signed reference sample.
- Changing the specification after approval without a new sample.
Zyntral coordinates sample requests, payment, consolidation and delivery through its sample management service.
