Who is this article for?
This is for anyone preparing to place a bulk order from a Chinese supplier for the first time, or for buyers who have placed orders before and received goods that did not match what they expected. This guide walks you through the entire sample process from requesting to evaluating to approving, so that what arrives in your bulk shipment is exactly what you agreed to.
What you will learn
- Why sampling is non-negotiable before any bulk order
- The three types of samples from China
- How to write a proper sample request
- What to pay for samples and what to expect
- How to evaluate a sample properly
- What to do when the sample fails
- How to give feedback that suppliers act on
- When to approve and move to bulk production
The rule that protects every serious importer
There is one rule in importing from China that experienced buyers never break, no matter how good the supplier looks on paper, no matter how many positive reviews they have, and no matter how urgently you need the stock.
Never place a bulk order without first receiving, inspecting and approving a physical sample.
That is it. That is the rule. It sounds obvious when you say it out loud. And yet it is the most commonly broken rule in the entire import process, usually by first-time buyers who are excited about a product, confident in a supplier’s presentation, and eager to get moving.
A sample tells you things that no photograph, video, or supplier description ever can. The actual weight of the product in your hand. The texture and quality of the material. The precision of the stitching, finish, or assembly. The accuracy of the colour compared to what was agreed. The functionality under real conditions. Whether the packaging matches your standard. These are things you cannot evaluate from a screen, and they are the things that determine whether your customers will love or return what you send them.
The three types of samples you should know about
Stock sample
An existing item from the supplier’s current inventory. Fast to receive, no production required. Good for a quick quality check but may not reflect your specific requirements or customisations.
Custom sample
A sample produced specifically to your specifications — your materials, dimensions, colours, and branding. Takes longer and costs more but is the definitive test of whether the supplier can deliver what you actually need.
Pre-production sample
A sample produced from the actual materials and components that will be used in your bulk order, before full production begins. The highest standard of verification and the one that gives you the most confidence in what to expect at scale.
Which type should you request? For a first order with a new supplier, always request a custom sample that reflects your actual specifications. If budget allows, ask for it to be produced as a pre-production sample. A stock sample can give you a general quality indicator but it is not a reliable predictor of what you will receive in your bulk order.
From request to bulk approval in five phases
Follow this process every time, with every supplier, for every new product.
Prepare your sample specification document
Before you contact the supplier about a sample, prepare a written specification document that defines exactly what you need. This is not a casual message. It is a reference document that both you and the supplier can hold each other accountable to.
Your spec document should cover the product dimensions and tolerances, materials and components with specific grades or standards where relevant, colour references using Pantone codes or physical swatches where possible, packaging requirements including box type, dimensions and labelling, any branding or logo placement with artwork files attached, quantity of samples requested, and the shipping address where samples should be sent.
The more precise this document is, the less room there is for misinterpretation. Vague briefs produce vague samples. A supplier who receives a clear, detailed brief has no excuse for delivering something that does not match it.
Send the sample request and confirm the cost
Send your specification document to your shortlisted suppliers, ideally two or three simultaneously so you can compare samples directly. Ask each one to confirm their sample fee, the sample production time, and the shipping cost to your address.
Expect to pay for samples. This is normal and it is a feature, not a flaw. A supplier who offers free samples without hesitation is often sending you existing stock regardless of your specifications, or is factoring the cost into the bulk order price in a way that is not transparent. Paying for a sample is a legitimate transaction and it signals to the supplier that you are a serious buyer.
Typical sample costs range from $30 to $200 depending on the complexity of the product. Shipping from China via DHL, FedEx, or UPS typically adds $30 to $80. This is a small investment relative to the bulk order value it is protecting.
Receive and inspect the sample systematically
When the sample arrives, do not open it in front of the TV and give it a quick look. Set aside dedicated time to inspect it properly against your specification document, item by item. Document everything with photographs.
The evaluation should be methodical. Check every point in your spec document and record whether the sample meets, partially meets, or fails to meet each requirement. Then go beyond the spec document and evaluate the overall quality impression — the things you would notice as a customer picking this product up in a store.
Provide written feedback and request revisions if needed
If the sample does not meet your standard on any point, communicate your feedback in writing clearly and specifically. Do not be vague. Do not say the quality is not good enough. Say exactly what is wrong, what the standard should be, and what you need to see changed in the revised sample.
Include photographs that clearly illustrate each issue. Number each point so the supplier can address them one by one and confirm in their response that each has been understood. This written feedback trail is also valuable documentation if a dispute arises later.
It is reasonable to request one revised sample at no additional charge if the initial sample does not meet a specification you communicated clearly. If revisions are significant or if multiple rounds are needed, additional sample costs may apply.
Formally approve the sample before bulk production begins
Once you are satisfied with the sample, send a written approval to the supplier confirming that the approved sample represents the standard you expect for the bulk order. Keep a copy of the approved sample yourself. Take reference photographs of every aspect of it. This approved sample and your photographs are your quality benchmark for the pre-shipment inspection.
When the bulk order is later inspected before shipment, the inspector will compare the production units against this approved sample. Any deviation from the approved standard is a legitimate basis for rejecting or renegotiating the shipment. Without an approved sample on record, that comparison cannot be made with any authority.
What to evaluate when the sample arrives
Here is a structured evaluation framework covering the key areas to assess for most product categories. Adapt it to your specific product but use it as your starting point every time.
Materials and construction
Does the material match the spec? Is the weight, density, and texture consistent with what was agreed? Are the components assembled correctly and securely?
Dimensions and tolerances
Measure the product against your specified dimensions. Note any deviations. For products that need to fit within specific spaces or packaging, tolerances matter greatly.
Colour and finish
Compare the colour against your reference Pantone codes or swatches. Check the surface finish under good lighting. Look for inconsistencies, blemishes, or marks.
Functionality
Use the product as a customer would. Does it do what it is supposed to do? Are there any operational failures, weak points, or design flaws that would cause complaints or returns?
Packaging and labelling
Is the packaging the correct type, dimensions, and print quality? Is all required labelling present, accurate, and compliant with your market’s regulations? Is the branding correctly reproduced?
Safety and compliance
For regulated product categories, does the sample meet the safety standards required in your market? If certification testing is needed, this is the stage to arrange it, before bulk production is committed.
Shipping durability
Will the product and its packaging survive the journey from China to your warehouse? Test the packaging for robustness. Consider whether fragile elements need additional protection in transit.
Overall customer impression
Beyond the spec, what is your honest reaction as a customer? Is this something you would be proud to sell? Would your target customer consider this good value at the price you intend to charge?
The three possible outcomes after evaluation
Sample approved — proceed to bulk
The sample meets your specification on all key points and your overall quality impression is positive. Send written approval to the supplier, retain the sample and your reference photographs, and proceed to negotiate the bulk purchase order. This is the outcome you are working toward.
Sample partially meets standard — revisions required
Some points meet your spec but others fall short. Send detailed written feedback with photographs, specify exactly what needs to change, and request a revised sample before any bulk commitment is made. Do not proceed to bulk production on the basis of a partially approved sample, no matter how small the issues appear.
Sample fails significantly — reconsider the supplier
The sample misses your specification on multiple important points, the quality is materially below what was agreed, or the supplier’s response to your feedback is dismissive. This is a strong signal to look at your other shortlisted suppliers. A supplier who cannot produce a correct sample to a clear brief is unlikely to produce a reliable bulk order. Move on before you lose more than the sample cost.
How to give feedback that suppliers actually act on
The way you communicate sample feedback to a Chinese supplier determines whether your revised sample comes back better or comes back with the same problems repackaged. Vague feedback produces vague corrections.
Effective feedback has four characteristics. It is specific, it is visual, it is referenced to the original specification, and it proposes the correct standard rather than just identifying what is wrong.
“The quality of the sample is not good enough. Please improve it and send another sample.”
“Thank you for sending the sample. We have completed our evaluation and have the following specific feedback. Issue 1: The stitching on the left side seam is uneven and shows gaps at 3 points (see photo 1 and photo 2). The standard required is a consistent stitch with no visible gaps. Issue 2: The colour of the outer fabric is noticeably lighter than the Pantone 19-4052 reference we provided (see photo 3 alongside the swatch). Issue 3: The zip pull does not move smoothly and catches at the top. It should open and close without resistance. Please address all three points in the revised sample and confirm when it will be ready to ship.”
Always conduct sample feedback in writing. Phone calls and WeChat voice notes may feel faster but they leave no record. Written feedback with photographs creates documentation that protects you if the same issues appear in the bulk order and you need to make a claim.
Common mistakes buyers make with samples
- Ordering a sample from only one supplier and having nothing to compare it against
- Evaluating the sample quickly and informally without a written checklist
- Approving a sample verbally or informally without written confirmation
- Proceeding to bulk production after a partial approval on the assumption that minor issues will be fixed in production
- Not retaining the approved sample or reference photographs once bulk production begins
- Treating the sample as a formality rather than as a genuine quality gate
- Agreeing to waive the sample to speed up the order timeline when a supplier applies pressure
- Not arranging a pre-shipment inspection to compare bulk production against the approved sample
On pre-shipment inspections: Approving the sample is not the end of your quality process. Before your bulk goods are loaded and shipped, a pre-shipment inspection by an independent third-party inspector in China compares the production units against your approved sample. This is the final check that catches quality failures before they leave Chinese soil and before your money is fully committed. Read our guide on quality control for the full picture.
Sample process checklist
- Specification document prepared covering all product requirements
- Sample request sent to at least two or three shortlisted suppliers
- Sample type confirmed as custom or pre-production rather than stock
- Sample cost and production timeline confirmed in writing
- Sample fee and shipping paid through a secure method
- Sample received and inspected against the specification document
- Evaluation documented with photographs covering all key points
- Functionality tested under real-use conditions
- Packaging and labelling compliance verified for target market
- Written feedback sent with photographs if revisions are needed
- Revised sample received and re-evaluated where applicable
- Written approval sent to supplier with reference to the approved standard
- Approved sample and reference photographs retained on file
- Pre-shipment inspection booked before bulk production is completed
Final thoughts
The sample process is the single most reliable protection available to a buyer who cannot physically visit a Chinese factory. It costs a fraction of what a failed bulk order costs. It takes a few weeks in a process that already spans months. And it gives you something that no supplier promise, no platform badge, and no contract clause can fully replace: the actual product, in your hands, before you commit.
Treat sampling as a serious professional process and it will protect you every time. Treat it as a box to tick and it will give you a false sense of security that costs you when it matters most.
Ready to move forward? Read our guide on sea freight versus air freight from China to understand how your goods will travel once your order is approved, or go back to the full picture with our complete China sourcing guide.
Need help managing the sample and quality process?
The Dansa Logistics team handles sample coordination, supplier communication, and pre-shipment inspections for clients across the US, UK, and Europe. We make sure what you ordered is what gets shipped.
Work with Dansa Logistics →