Sourcing guides / founder notes
Seven questions before paying for a product sample from China
A practical checklist for agreeing on the exact sample, charges, shipping and evidence before money or designs move.
1. Which exact product and specification will arrive?
Give the supplier one specification reference and revision. State material, dimensions, finish, color, logo, packaging and quantity where they matter. Ask them to list every difference between the requested item and the proposed sample. A photo or product name alone is rarely enough to prevent two people from quoting different things.
2. Is the sample made like the future order?
Ask whether the item comes from regular production, existing stock or a special one-off build. If it is made by a different process, material or factory, record that difference. The answer helps you decide what the sample can actually demonstrate; it does not prove the quality of a later batch.
3. What is the full amount to approve?
Separate the sample charge, tooling or setup charge, packaging, domestic collection, international freight, taxes and any other known cost. Record currency, who pays each item and when approval is required. If a cost is unknown, leave it open rather than treating it as included. Never send payment solely because a draft request was prepared.
4. When and how will it be sent?
Confirm the dispatch date, carrier or handoff method, destination, named delivery place, tracking plan and who is responsible at each step. A promised arrival date depends on transport and border procedures; request the supplier’s actual commitment and note what it excludes. Share a personal address or phone number only through an approved channel.
5. How will you know this is the agreed item?
Ask for a sample label with the product reference, version, supplier name and any model or batch identifier. Request a photo of the labeled item and package before dispatch if useful. When it arrives, record the receipt date, packaging condition and identifiers. Keep the source of each observation so a later change can be traced.
6. What will you check after receipt?
Write the checks before the sample arrives: dimensions, fit, appearance, function and any tests that matter to the buyer. State who will do each check and what result would be acceptable. If formal compliance or laboratory testing is needed, choose an appropriate qualified provider; an ordinary photo or one sample is not a certificate.
7. What changes for a production order?
Ask which sample details carry over to a larger order and which do not: MOQ, tooling ownership, unit price, lead time, packaging, payment terms and inspection plan. Confirm the actual production specification again before accepting a bulk quotation. Do not treat a successful sample review as an automatic purchase decision.
Keep one record for every candidate
Use the same questions for each supplier. Save the answer, source URL or message, date and unresolved point next to the product specification. A reusable sample plan makes differences visible before you ask someone in China to collect, forward or inspect the item.