When it comes to being a successful importer from China, the key isn’t just finding a good supplier, but also getting that perfect sample. Often the sample process can be frustrating and time consuming, especially to those that are new to the importing game. As is with any other part of the importing process, to get consistency in your results you have to put a system in place that manages your supplier during the sampling stage.

Having sourced everything from clothes to heavy machinary, we have seen almost everything that can go wrong or right during the sampling stage.

To help you get the perfect sample as smoothly as possible, here are some key milestones, industry norms, and pitfalls that you will need to be aware of when getting your sample made in China:

1. Preparing for the Sampling Stage:

The Chinese are masters of copying, so if you want an exact replica of your current product then send it to them. Often information such as drawings, diagrams and measurements can be ‘lost in translation’; this is why we recommend that you send your prototype or sample directly to the manufacture.

If you are just getting started on your product, then having your prototype made domestically will enable you to have greater control on exactly what you want. Having your prototype made locally often also works out cheaper then doing it in China, given added on-costs such as freight.

2. Selecting Your Sample Makers:

The key to getting that ‘perfect’ Chinese manufacturer is to contact as many as possible. This may mean that after contacting and researching your industry you will have a number of suppliers that you may wish to get samples from. Normally ChinaDirect will narrow the manufacturing candidates down to 6 or so ‘promising’ suppliers. From that group we would normally send request for samples to around 3 suppliers. Receiving samples from at least 3 suppliers will enable you to have a significant understanding of the manufacturing quality China is capable of; and also allow you to compare between a number of company’s before you make a decision on who is best for you.

The reason we don’t send out samples ‘willy nilly’ to all that we have contacted is that the sampling stage can involve a lot of back and forth and can somtimes be quite expensive, especically if you a dealing with multiple suppliers.

3. The Process and the Cost:

As I mentioned before, the sample process can be a costly exercise depending on the product you wish to have manufactured. In most cases, suppliers will charge a sample making fee and this fee is often related to the uniqueness, value, and readiness of the materials needed to produce the sample. Products such as machinery are more complicated then samples for clothing and thus costs may be higher.

When you are trying to work out how many potential suppliers to send samples to, and the costs associated with them, make sure to ask yourself the following questions:

- Will custom moulds have to be made?
- Will the supplier have the exact material I request or will they have to source it externally?
- What about the colour? Do they have the right Pantone Colour Code available?
- Does the supplier currently have the right skill sets and equipment to produce the sample or will it have to be outsourced?
- How long will it take to get a sample made?

Sometimes a manufacturer will be able to supply you with a free or cheap sample if they already have everything needed to produce the item. However, when thinking about getting samples, make sure you think about all areas of the sample’s production and what costs may be forwarded onto you.

To better safeguard and create a level of understanding between you and your potential manufacturers, you may wish to think about using a Sample Making Agreement which contains a detailed description of the product, quantity to be supplied and cost. This agreement also sets out specifically your and your supplier’s responsibilities in regards to the manufacturing of the sample product. For more information about a Sample Making Agreement click here.

When you’ve found a supplier you want to work with, you’re satisfied that they’re reputable, and you’re happy with the price of producing your order, the next step is to get a sample from that supplier… prior to placing an order for the full quantity.

Keep in mind that the first samples you receive from China may not always exactly match your specification and/or sample.

The Sampling Stage can be a back and forth process between you and the Chinese supplier, even when you’ve provided as many specifications as you can in the first instance.

If the supplier asks you for your international courier account, (e.g. ‘DHL account’), ensure they only send necessary samples to you, to avoid high courier costs.
To show that you’re serious about dealing with your supplier, proper and thorough documentation is required to create a foundation of understanding, and minimize the inherent risks.

We use a Sample Making Agreement which includes:

•    The agreed commitment from the supplier of a date by which they will have made the sample for you
•    The consequences for the supplier of not producing the sample on time, and
•    The specifications of the sample, as the sample may vary from the final mass production.

This Agreement helps to ensure we get the samples we paid for, and that if the samples are correct, that the final product will match the sample.

Further details of the Sample Making Agreement can be found here.

When you receive your samples, check their workmanship and material, compare the samples and then shortlist a potential supplier.

If you can give your supplier a sample or prototype of your desired item, it will greatly increase the chances of receiving what you want.

Just give a sample to your shortlisted top 1 to 3 suppliers, not to everyone you request a quote from.

Getting a prototype made can require a lot of ‘back and forth’ before you get what you want.

It’s therefore generally quicker and easier to have a prototype made locally in your own country, not in China.

Then you can send the prototype to China, and they can do what they’re best at… copy it!

Some people think their Chinese supplier will come back to them with suggested improvements, but this rarely happens.

The Chinese are generally not known for their creativity and free thought – they will just produce what you tell them to produce.

So, whilst it’s not critical you give your supplier a sample or prototype (and sometimes it’s just not practical to), it will increase the chances of your final product being produced to your standard.