How do you request product samples and why is it important when selecting foreign suppliers? Save time and money by asking for samples before and during your product search. Find out how...

If you are a company or brand selling products, product quality and strong supplier relationships should be key elements of your import strategy. Finding a trusted manufacturer capable of producing quality products is essential to developing and maintaining a reliable brand.

Consistent product quality is paramount, and ensuring that you take the necessary precautions and perform due diligence during the sample stages will enable you to deliver the best products to your customers.

What are product samples?

Samples are an excellent way for you to test and review a supplier's products before placing an order and starting mass production. You can request samples at various stages of the development process, ensuring strict control over product quality and consistency while making sure you get the exact product you're looking for. It's like trying before you buy.

You can request samples early in the process to help you select and choose the right supplier. This will give you the opportunity to see what's involved in working with them and start building a relationship.

You can also request samples during the development phases, once you have selected and started working with a supplier. Samples will enable you to test the functionality, features and quality of the product at various stages: testing, pre-production stock, etc.

Why are product samples important?
Samples are very important for all buyers. Often, manufacturers and suppliers are located abroad and in different places, so it is not possible to go directly to the factory to check the manufacturing process of your product. Samples bridge this distance and give you the opportunity to check that you are satisfied with the products.

It is important to remember that samples are used to check the quality of the product and should not be used to judge the quality of the supplier as a whole. Samples can be of poor quality for a variety of reasons: insufficient information in the brief, use of poor quality fabrics and components, lack of instructions, etc.

Product correspondence, sizes and measurements are also very important points to check during the sample phase. Make sure you are happy with every size and measurement for all your products.

If you source products such as clothing, textiles, electronics, cosmetics, the size and measurements of the products will affect other aspects such as: product packaging, shipping, packaging for end consumers, fitting. Requesting samples during the development phases will allow you to ask for the exact size of your product.

Another important aspect of requesting samples is that you can use them to obtain customer feedback, market information and qualitative research from your end customers. Can you organise a small focus group with your target market to show them the product and identify what features they like, if there are any improvements or adjustments you can make to enhance their experience with your product? This feedback is extremely valuable and can help you make improvements in the early stages of development. It will also help you stay connected to your customers and shape your product's marketing message.

How much do samples cost?
There is no standard cost for product samples, but you can expect to pay between free samples and 2x, 5x the unit cost per sample.

If you have established a good relationship with your supplier, it is likely that you will be able to obtain some samples free of charge.

Note: free samples should not be abused and, if you are committed to buying stock from a supplier, make sure that the samples you ask for are the ones you are really interested in. Don't ask for free samples just for the fun of it.

Many buyers are reluctant to invest in product samples, but it's a very small investment compared to an order of 1,000 units that may not end up being what you want.

The reason some suppliers charge for samples is that they would have to start full production on just a few units, which would not be profitable for them. In some cases, they may combine your production with that of another customer in an attempt to recoup their costs. But often, if the supplier has to provide a lot of samples, it is reasonable for them to charge a fee, as they have no guarantee that you will place an order.

Some suppliers will refund the cost of samples once you have placed an order.

It's definitely a balancing act and one that you, as the buyer, will need to negotiate to find an appropriate solution for both parties.

How do I order and request samples?
To order samples, you will need to pre-select the suppliers you are interested in.

You can find suppliers using Sourcing Playground.

Send a brief to each supplier detailing the product samples you need: quantity, specifications, features, colour, size.

Depending on your arrangement with the suppliers, you then pay for the samples.

Suppliers ship your initial samples to your home or office address.

You receive the samples and test the product; get feedback and consider what changes need to be made.

It's always a good idea to send a short note to the supplier to confirm that you've received the samples and that you'll provide feedback once the testing is complete. This helps to create good communication and a good working relationship with your supplier. Provide a timeframe so the supplier knows when to expect your feedback.

Once the tests are complete, you will need to provide feedback to the supplier to explain if any changes are required. If major changes are required, this could affect the unit price.

Additional negotiations will probably be necessary during these phases, so it's worth spending time talking to your suppliers as much as possible: by email, voice/video calls to build trust in the relationship. This will enable you to shortlist your suppliers more effectively.

You may need other samples if many changes are made to the initial samples you received. You can then repeat the process and progress towards improved samples.

Once the samples have been confirmed, you finalise the negotiations and choose your supplier.

If possible, take time during the sample stages to ensure that your product is the best it can be while using this opportunity to strengthen your relationship with the supplier.

The more time you invest at the start, the more time you'll save later on.

For more advice on how to qualify your suppliers,click here.

Good luck in your search!