Confirm what kind of sample you are buying
A stock sample, logo sample, pre-production sample and production sample answer different questions. Ask whether the sample uses the final material, color, component, logo method and packaging, and record every difference from the intended order.
Sample-order questions to send the supplier
- Is this a stock sample or made to our specification?
- Which materials, dimensions, components and colors will match production?
- What is the sample price, setup charge and refund policy, if any?
- How long will preparation take before dispatch?
- Which courier and shipping terms will be used?
- Will the supplier share photos and package dimensions before shipment?
- What changes require a second sample?
- How long is the production quotation valid after sample approval?
Create an approval checklist before the parcel arrives
Use measurable criteria where possible: dimensions, weight, material, color reference, logo position, function, accessories, labeling and packaging. Photos are useful, but written measurements and retained reference samples make later discussions clearer.
Keep a simple sample record
- Identify the supplier and model. Record the company name, contact, product code and date.
- Attach the agreed specification. Save messages, drawings and quotation version.
- Record the result. Mark each requirement pass, fail or unclear.
- List approved deviations. Do not rely on memory when production begins.
- Define the next control. Decide whether you need a revised sample, testing or pre-shipment inspection.
Before placing the production order
Reconfirm the final specification, quantity, price, packaging, lead time, payment terms, quality criteria and inspection plan in the purchase agreement. If the product is regulated or safety-sensitive, obtain appropriate professional compliance and testing support for the destination market.