Order Product Samples

One of the most important steps in selecting a supplier and finalizing your product is ordering product samples. Before committing to a full order, requesting and evaluating samples helps ensure that the product meets your quality standards and matches your expectations. It also allows you to assess the supplier’s reliability and responsiveness. Here’s how to go about ordering product samples, and why it’s an essential part of the process.

1. Why Order Samples?

Ordering product samples allows you to:

• Verify Product Quality: Ensure that the product meets the specifications and quality you expect before committing to a larger order.

• Test for Compliance: Check if the product complies with regulatory standards and safety requirements, such as labeling or material certifications.

• Evaluate Packaging: Assess the packaging for branding, safety, and durability, which will be important when your product reaches customers.

• Assess Supplier's Reliability: Review the supplier's responsiveness, delivery time, and packaging practices, all of which are critical when building a strong supplier relationship.

2. Requesting Samples from Qualified Suppliers

To ensure you are ordering from a reliable and credible source, always choose qualified supply partners. This means selecting suppliers who:

• Have positive reviews or testimonials from other buyers.

• Offer products that match the market demand and align with your goals.

• Can meet the product specifications and delivery timelines that are essential for your business.

Once you have identified a potential supplier, make sure to:

• Request Samples in Writing: Formally ask for product samples to ensure clear communication regarding the exact product specifications and what you are expecting.

• Provide Detailed Specifications: Be clear about what you want in the sample, such as materials, size, color, and packaging, to ensure you receive an accurate representation of the final product.

3. Cost of Samples

It is common for suppliers to ask you to pay for product samples. After all, producing and shipping samples can be costly for them. However, it’s perfectly acceptable to request that the supplier covers the sample cost or deducts it from your first order if the sample meets your expectations. Some suppliers might even offer free samples under certain conditions, so it’s worth negotiating.

When discussing payment for samples, make sure to:

• Clarify Payment Terms: Confirm whether the supplier expects full payment for samples upfront or if they will charge only after you approve the sample.

• Discuss Shipping Costs: Make sure that shipping fees are understood upfront and clarify whether the cost of shipping will be covered by you or the supplier.

4. Ask for DDP Shipping

When requesting samples, it’s a good practice to ask the supplier to ship the samples DDP (Delivered Duty Paid). This means that the supplier will be responsible for all shipping charges, including import duties, taxes, and customs clearance. This reduces your risk and ensures that you don’t face unexpected costs at the border.

Make sure to:

• Agree on the Shipping Terms: Confirm with the supplier that they will ship the samples DDP, so you won’t be surprised by additional charges upon arrival.

• Provide Clear Shipping Instructions: Ensure the supplier has your correct address and shipping details, especially if you are using a third-party logistics (3PL) provider or a different address from your business location.

5. Use Express Shipping and Avoid Agents

When requesting the sample to be shipped, make sure to specify that the supplier uses express carriers like FedEx or UPS directly. It’s important that the supplier does not use a shipping agent, as this could delay the process. Shipping agents often act as intermediaries and can add significant time to the delivery, especially when dealing with international shipments.

Although using express shipping might incur higher costs, it's worth it if you're on a time-sensitive schedule. Express carriers will provide faster and more reliable tracking, helping you receive your sample quickly.

6. Evaluate the Samples Thoroughly

Once the samples arrive, evaluate them based on the following:

• Quality: Inspect the product closely to ensure it meets the expected quality standards.

• Compliance: Check whether the product complies with the necessary regulatory requirements for your market, such as safety standards or labeling.

• Packaging: Assess the packaging for its durability and its ability to represent your brand effectively.

• Functionality: If the product has a particular use or feature, make sure it works as intended and that it is reliable.

If any issues arise, communicate with the supplier and ask for improvements or adjustments before proceeding with a bulk order.

7. What to Do Next

If the sample meets your expectations, the next step is to:

• Negotiate a Bulk Order: Once you are satisfied with the sample, move forward by negotiating terms for a larger order.

• Refine Specifications if Needed: If there are any aspects of the sample that don’t meet your requirements, discuss modifications with the supplier before placing a larger order.

• Place Your Order: Once you are confident that the sample meets your requirements, place the order and confirm production and shipping timelines.

8. Conclusion

Ordering product samples is a critical step in the product sourcing process. It allows you to confirm the quality, design, and compliance of a product before making a larger financial commitment. Always work with reliable suppliers, negotiate the cost and shipping terms (especially DDP), ensure express shipping through carriers like FedEx or UPS, and carefully evaluate the sample to ensure it aligns with your expectations and market requirements.

Need guidance on sourcing and evaluating product samples? Don’t hesitate to send us a question on the “Messages” tab at portal.supplychainshark.com.