How to Request Samples from Chinese Suppliers

Skipping samples is one of the most expensive mistakes you can make in China sourcing. The sample stage is your only real chance to touch what you’re about to pay for. Everything after that is trust.

Requesting samples is straightforward, but doing it right requires specifics. Here’s the full process.

Why Samples Matter More Than You Think

A supplier’s product listing photos mean nothing. Photos are stock images, edited renders, or the best unit they ever made. The product you actually receive can be dramatically different.

Samples serve three purposes:

Verification. The product exists and functions as described.
Specification. You establish exactly what you expect before production, in physical form.
Baseline. The sample becomes the quality standard your inspection will reference when the bulk order ships.

That third point is often overlooked. When you approve a sample, you’re creating a benchmark. If the bulk order looks, feels, or functions differently from the approved sample, you have documented grounds to reject it or renegotiate.

Never approve a sample you don’t actually like. The bulk order will look the same or worse, never better.

Salesman Samples vs Production Samples

These are two different things and you need to understand the difference.

Salesman samples (also called top samples or golden samples) are produced by hand or in very small quantities specifically to impress buyers. They’re built to a higher standard than what comes off a mass production line. The finish is better. The fit and feel are superior. They’re often assembled by experienced technicians, not line workers.

Production samples are pulled from an actual production run. They’re made under the same conditions, with the same workers and equipment, that your bulk order will use.

Always request a production sample before approving a large order if at all possible. If the supplier can’t provide one (because they haven’t started production yet), make sure the sample approval process includes a clear written agreement that production must match the sample.

A supplier who can only show you salesman samples is showing you their best case, not their typical case.

How to Request Samples: Exactly What to Specify

A vague sample request produces a vague sample. Your request should be a mini version of your product spec sheet.

When you reach out to a supplier for samples, specify:

Product details:

Exact model name or SKU from their catalog (or your product requirements)
Specific color, size, and variant you want
Key component specifications (battery capacity, screen size, connector type, etc.)

Packaging:

Do you want it in retail packaging, plain packaging, or your custom packaging?
If retail, specify label text, logo placement, and any required regulatory text

Labeling requirements:

Any certifications that must appear (FCC, CE, UL, RoHS)
Country of origin marking if required for your market
Your brand name if it’s a private label product

Quality reference:

State that the approved sample becomes the reference standard for bulk production
Ask them to confirm this in writing

Send this as a written list, not a conversation. You want a document record of what you requested.

Sample Fees: What to Expect

Sample fees for electronics from Chinese suppliers typically run $20-150 per sample. More complex products with custom components or custom tooling can run higher.

Most suppliers will refund the sample fee (or credit it against your first order) once you place a minimum order. Ask explicitly whether the fee is refundable. If they say yes, get it in writing.

You’ll also pay shipping. For express shipping (DHL, FedEx, UPS), budget $30-80 for a small electronics sample from China to the US. It’s worth paying for express. Sea freight takes weeks and defeats the purpose of rapid evaluation.

Some suppliers will offer to send samples for free. This sounds good but often comes with trade-offs: they choose the shipping method (slow), they choose the exact variant (maybe not your spec), and they feel entitled to your commitment earlier. Paying for samples gives you more control.

How Long Do Samples Take?

Express air (DHL, FedEx, UPS): 5-10 business days total. Allow 2-3 days for the factory to prepare the sample, 3-5 days for shipping transit.

Standard air freight: 10-15 business days total.

Sea freight sample: 25-40 days total. Don’t do this for samples unless you’re in absolutely no hurry.

If a supplier says your sample will take 3-4 weeks to prepare, ask why. Most in-stock items can be packaged and shipped within a week. Long preparation times may mean the product doesn’t exist in finished form yet, or they’re busy with more important customers.

Chinese New Year creates significant delays in January and February. Plan around it. Most factories close for 2-3 weeks, and the effects ripple for weeks before and after.

What to Test When Samples Arrive

You have a sample in your hands. Now what?

Don’t just look at it. Test it aggressively. Your customers will.

For electronics, test:

All buttons, ports, and connectors for function and durability
Battery life under actual use conditions
Screen or display quality (brightness, color accuracy, dead pixels)
Wireless connectivity (Bluetooth, WiFi, cellular) if applicable
Charging behavior and heat generation
Sound quality if it has speakers
Drop durability from counter height (your customers will drop it)
Water resistance if claimed (test it in actual water)
All advertised features, one by one

Check cosmetics and build quality:

Finish consistency (no spots, streaks, or texture variation)
Fit and tolerances (no gaps, wobbles, or misaligned parts)
Label print quality (sharp, not blurry or misaligned)
Packaging print and finish quality
All required markings are present and correct

Check compliance:

Are FCC, CE, or other required markings visible on the unit and box?
If certifications are claimed, ask for copies of the actual test reports

See the FCC and UL compliance guide for what certifications electronics need to legally enter the US market. Confirming certification on a sample is much easier than discovering a compliance problem after 5,000 units land at US Customs.

Red Flags in Samples

Some things you find in a sample tell you to stop immediately.

The sample is dramatically better than the price suggests. If a supplier quotes $4 per unit for a product where comparable quality retails for $30-40, the sample you received is not representative of what you’ll get at $4. Ask to see a production sample at that price point.

The sample doesn’t match what was listed. Different color, different specs, wrong model. A supplier who can’t send the right sample can’t produce the right bulk order.

Certifications are printed on the box but the supplier can’t provide test reports. Counterfeit FCC markings are common. Ask for the test report document. If they can’t produce it, the certification isn’t real.

Sample arrives badly packaged or damaged. If they can’t pack one sample properly, they won’t pack 2,000 units properly.

They rush you to approve the sample the same day it arrives. You need time to test. Any supplier pushing for immediate approval is trying to prevent you from testing properly.

Getting Multiple Samples from Multiple Suppliers

Don’t request samples from just one supplier. Compare 3-5 suppliers at the same time.

Send the same specification list to each. Request samples from all of them. When they arrive, compare them side by side.

You’ll quickly see differences you’d never catch by looking at listings:

Build quality differences between factory-direct and trading company sourcing
Price-to-quality relationships across the market
Which suppliers follow your spec list and which improvise

This takes time and costs $100-300 in sample fees. It’s worth every dollar. The sample comparison often reveals the right supplier more clearly than any amount of back-and-forth email negotiation.

After you’ve selected your supplier based on samples, you’re ready to discuss the full order. Check the negotiating guide for how to approach pricing and terms.

Frequently Asked Questions

How much do electronics samples from China typically cost? Sample fees for electronics typically run $20-150 depending on the product’s complexity and whether it requires custom production. Add $30-80 for express shipping via DHL or FedEx. Most suppliers refund the sample cost on your first bulk order, but confirm this in writing before you pay.

Can I ask for a free sample from a Chinese supplier? Some suppliers offer free samples, especially for standard catalog products. However, you’ll likely pay shipping, the supplier may choose the variant, and a free sample often comes with expectation of a fast commitment. Paying for samples gives you more control over what you receive and how it ships.

What’s the difference between a salesman sample and a production sample? A salesman sample is handmade or assembled at high quality specifically to impress buyers. A production sample is pulled from an actual production run. Salesman samples look better than what you’ll receive at scale. Always request a production sample before approving a large order.

How long does it take to receive a sample from China? Expect 5-10 business days via express courier (DHL, FedEx, UPS). Allow 2-3 days for the factory to prepare the sample and 3-5 days for shipping. Standard air can take 10-15 days. Sea freight samples take 4-6 weeks and are rarely worth it.

Should I request samples from multiple suppliers? Yes, always. Request samples from 3-5 suppliers simultaneously using the same specification list. Comparing them side by side is far more informative than evaluating a single sample in isolation. The comparison often reveals clear quality differences you’d never see from listings or photos alone.

What happens if the bulk order doesn’t match the approved sample? Document everything. Compare the bulk goods to your approved sample and photograph every discrepancy. Submit a formal written complaint to the supplier with your evidence. If you held final payment (the 70% balance), you have significant leverage. If you paid in full before inspection, recovery is much harder. This is exactly why pre-shipment inspections exist – the inspector compares bulk production to your approved sample before the goods ship.