Ordering a sample is one of the most important steps in product sourcing—it’s your first real look at what a supplier can deliver. But if you don’t manage the process well, you can waste a lot of time and money.

Here’s how to do it right.

Table of Contents

1. Define Exactly What You Want
2. Find & Vet Your Supplier
3. Request the Sample
4. Inspect the Sample Like a Hawk
5. Give Feedback & Request Adjustments
6. Plan Your Next Steps

1. Define Exactly What You Want

Before reaching out to a supplier, be crystal clear on your product specs. The more precise you are, the better your chances of getting what you actually want.

• Materials – What should it be made of?
• Size & Dimensions – Provide exact measurements.
• Features & Customizations – Any branding or unique elements?

A vague request leads to vague results. Many suppliers can consult with you to develop the product, but expect this to be time-consuming and communication-heavy.

2. Find & Vet Your Supplier

Not all suppliers are equal. Some are legit manufacturers. Others are middlemen marking up prices. Do your research.

• Use platforms like Alibaba, 1688, or Global Sources to find suppliers.
• Check their track record – Verified accounts, positive reviews, and industry certifications matter.
• Message them directly – A good supplier responds quickly and clearly. If communication is messy now, imagine how bad it’ll be during production.

Through China Product Pros, we regularly conduct factory audits to help clients vet suppliers. We can do a remote audit for as little as $200 or an in-person audit for around $500 and up.

3. Request the Sample

Once you’ve found a promising supplier and received a sample along with an acceptable quote (note: quotes will always need final negotiating before PO placement), then…

Ask for a sample. Here’s what to expect:

• Sample fees – Some suppliers offer free samples, but most charge. Expect to pay for express shipping too.
• MOQ exceptions – If a supplier says, “We only sell in bulk,” ask if they’ll make an exception for a sample. Many will.
• Shipping speed – DHL, FedEx, and UPS are best. Anything else? You’ll be waiting.

Save on shipping – Through China Product Pros, we offer sample consolidation via our China office. This helps reduce shipping fees and speeds up delivery.

4. Inspect the Sample Like a Hawk

Got the sample? Time for a deep dive.

• Compare it to your specs – Is it the right material, size, and finish?
• Test functionality – Does it work as expected?
• Check consistency – A perfect sample doesn’t mean perfect bulk orders. Ask if this is from their normal production run.

5. Give Feedback & Request Adjustments

If it’s not right, don’t settle. Send detailed feedback and ask for changes. A solid supplier will work with you. If they resist or ignore your concerns, move on.

In some stages of product sourcing, things can move quickly—but at this stage, it often pays to be patient and take your time. Rushing could mean missing details that affect quality and production.

6. Plan Your Next Steps

Happy with the sample? Great. Now it’s time to move forward to your purchase order (PO) and lock in terms:

• Negotiate pricing and MOQs
• Confirm lead times and payment terms
• Get everything in writing

Ordering samples the right way can save you from costly mistakes down the line. A well-executed sampling process not only ensures quality but also gives you insight into how reliable your supplier is.

Take your time, be thorough, and don’t be afraid to walk away from a supplier who doesn’t meet your standards. Your future product success depends on it!

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