How to Order Samples from China: A Complete Step-by-Step Guide by Darkhorse Sourcing

With over 15 years of sourcing experience and thousands of product developments completed, Darkhorse Sourcing created this comprehensive guide to help you handle the sample process professionally — from the first inquiry to final approval — and choose the right manufacturer with confidence.

 

1. Understand the Three Types of Samples

 

Before placing your first order, it's crucial to identify which type of sample you need:

a. Development Sample (First Version)

The initial prototype based on your idea.

Used to check materials, structure, quality, and feasibility.

Often requires multiple rounds of modifications.

 

b. Pre-Production Sample (Golden Sample)

The final version approved before mass production.

Must include your logo, packaging, materials, and final specifications.

You should only place a deposit AFTER approving this sample.

 

c. Pre-Shipment Sample (Production Sample)

Pulled directly from the mass-produced batch.

Must match the pre-production sample exactly.

 

*Helps detect issues before shipping to avoid expensive returns or rework.

2. Validate Your Product Before Ordering Samples

Ordering samples can be expensive, especially with shipping fees. Before requesting your first sample:

✅ Confirm customer demand (keyword research, market trends).

✅ Verify profit margins based on estimated production cost.

✅ Compare quotes from at least 10 suppliers, then select top 3 for sampling.

*This ensures you invest in samples only for products with real market potential.

 

3. Requesting Your First Samples Correctly

Include Your Branding From the Start

To evaluate manufacturing capability early:

1️⃣ Send your logo files (AI/PNG/SVG formats).

2️⃣ Request basic logo application (screen print, embroidery, heat stamp, label, etc.).

Ask for packaging samples if they are low-cost (swing tags, polybags, or simple box packaging).

◆ What to Communicate to Suppliers

◆ Full product specifications

◆ Dimensions and materials

◆ Logo placement and colors (Pantone codes)

◆ Packaging requirements

◆ Any functional features

 

*Clear instructions ensure the first sample is as accurate as possible.

 

4. Managing Sample Shipping the Smart Way

Always Compare Shipping Prices

 

Ask suppliers for quotes using:

• DHL

• FedEx

• UPS

• SF Express (often cheapest inside China)

Compare their price with your own freight forwarder — sample shipping cost varies significantly.

Avoid Import Duty on Samples

 

Tell suppliers to declare samples as:

“Sample of no commercial value, value $1.”

This prevents unnecessary customs charges for non-commercial sample goods.

Bundle Samples to Save Cost

 

If ordering samples from multiple suppliers:

Ship all samples to your inspection company in China

They re-pack into one box and send to you

This reduces international shipping costs dramatically

Darkhorse Sourcing also provides sample consolidation services for clients.

 

5. Reducing Sample Costs

A proven cost-saving method:

Option A: Supplier pays for sample, you pay shipping.

Option B: You pay sample + shipping, but deduct the full cost from your first production order.

Most suppliers agree because it demonstrates serious intent.

⚠️ Note: If your product requires a mold, the cost will be significantly higher. Confirm mold fee, lifespan, and ownership rights.

 

6. Logging and Organizing Your Samples

Companies that grow fast always maintain a sample management system.

Darkhorse Sourcing recommends logging:

Sample type (development / pre-production / pre-shipment)

◆ Item code

◆ Product description

◆ Supplier name

◆ Date received

◆ Storage location

◆ Associated purchase order

◆ Notes and test results

This prevents confusion as you scale your product line.

 

7. How to Test Your Samples Properly

*The key to preventing quality problems is hands-on testing.

Test Samples in Real Use Conditions

Examples:

1️⃣ Outdoor gear → use during hiking, rain, heat, cold

2️⃣ Drinkware → repeated hot-water tests

3️⃣ Electronics → stress test for durability

4️⃣ Apparel → wash tests, color fastness

Testing reveals real-world issues such as:

• Weak stitching

• Low-quality zippers

• Incorrect fabric thickness

• Handle or buckle failure 

• Packaging unfit for transport

• Record every improvement needed.

 

8. Communicating Improvements to the Supplier

After testing:

1️⃣ List all changes clearly

2️⃣ Request updated pricing for each improvement

3️⃣ Confirm that changes will not exceed your target cost

4️⃣ Request the new pre-production sample for final approval

Certain improvements add value without increasing cost — knowing this helps you upgrade product competitiveness.

 

9. Choosing the Right Supplier

When evaluating the final samples, consider:

◆ Product quality         

◆ Pricing and cost structure

◆ Communication speed

◆ Production capacity

◆ Ability to follow instructions

◆ Professionalism during the sample process

◆ Choose the supplier whose sample, pricing, and service best match your brand strategy.

 

10. Never Pay a Deposit Without a Confirmed Sample

One of the most important rules:

Do NOT place a deposit until you hold the final pre-production sample in your hand and confirm everything.

 

Approving the sample ensures:

The factory clearly understands your requirements

No surprises during mass production

No disputes about materials, printing, packaging, or structure

❗️‼️This single rule can save thousands in losses.

 

Ordering samples from China is more than just checking product quality — it is the foundation of your entire sourcing strategy. When done correctly, it reduces supply risks, improves product performance, and helps you select the right long-term manufacturing partner.

Darkhorse Sourcing helps global brands streamline this entire process — from supplier selection to sample development, testing, consolidation, and pre-shipment inspection — ensuring every order is safe, accurate, and profitable.

 

If you need help managing your samples or finding reliable factories in China, our team is ready to support you.