The sample order is one of the most important transactions in a China sourcing relationship — and one of the most commonly mishandled by first-time buyers.

Done correctly, a sample tells you whether a factory can actually make your product, at what quality level, and how professionally they manage the process. Done incorrectly, you end up with a beautiful sample that bears no resemblance to what arrives in your production container.

What to Send Before Requesting a Sample

Before asking a factory for a sample, send:

  • Product specification document: Dimensions, materials, tolerances, finishes, colours (with Pantone references where applicable)
  • Reference images: Photos of existing products, mood boards, competitor references
  • Target production price: Approximate price range at your target volume
  • Sample requirements: How many samples, which variants, what you'll be evaluating

The more specific your brief, the more useful the sample. A vague brief produces a sample that represents the factory's interpretation of your product — which may not be yours.

Sample Fees: What's Normal

Most factories charge for samples. Sample fees typically cover:

  • Material costs (often at retail, not production, prices)
  • Labour for small-run production outside normal workflow
  • Tooling or mould costs if applicable

Typical ranges vary enormously by product type. Simple products (a basic bag, a ceramic mug) might cost $20–50 per sample. Products requiring custom tooling can cost $500–5,000+ for the tool alone.

Most factories will credit sample fees against your first production order — confirm this in writing before paying.

Red FlagA factory that provides free samples to anyone who asks is either running very low-quality production or is a trading company with samples from multiple manufacturers. Neither is a good sign.

The Golden Sample

Once you've received and approved a sample, establish a "golden sample" — a physical reference unit that defines the acceptable quality standard for production. Both you and the factory should hold an identical golden sample.

The golden sample is your production benchmark. When your pre-shipment inspection finds defects, you compare production units to the golden sample. When you and the factory disagree about what "acceptable quality" means, you refer to the golden sample.

Without a golden sample, quality disputes are resolved by whoever argues most convincingly. With one, they're resolved by objective comparison.

Sample Lead Time Expectations

Realistic sample lead times by product category:

  • Simple products (no tooling): 7–14 days
  • Products requiring soft tooling: 20–30 days
  • Products requiring hard tooling (injection moulds): 30–60 days
  • Complex electronics with PCB development: 45–90 days

Be sceptical of factories promising very fast sample turnaround — it usually means they're sending you an existing stock product, not making your specified sample.

Evaluating Your Sample

When evaluating a sample against your spec, check systematically:

  1. Dimensions — measure everything against your specification
  2. Materials — request material certificates if required (wood species, fabric composition, etc.)
  3. Finish and appearance — compare to your reference images and Pantone specs
  4. Function — test all functional aspects thoroughly
  5. Durability — basic stress testing appropriate to your product
  6. Packaging — if you specified packaging, check it too

Document any deviations in writing with photos. Send a written sample review report to the factory specifying what needs to change in production. This becomes part of your production contract.

ChinaMakersHub connects global buyers with verified manufacturers across China's Greater Bay Area. Submit an inquiry to get introduced to vetted factories in your category.